General Administration & Communication
- Serve as the primary contact for all inbound and outbound calls, including client enquiries and follow-ups on quotes and proposals. You must be comfortable with occasional sales- oriented conversations and maintaining a professional and friendly demeanor.
- All calls and messages must be attended to promptly. If a call is missed, it is expected that the call is returned no later than the following business day.
- Coordinate calendars, schedule appointments, and manage travel arrangements as needed.
- Keep the General Manager informed proactively, ensuring open lines of communication and never requiring them to chase updates.
Document Compilation & Quality Control
- Compile and prepare a range of documents, including quotes, contracts, and handover documents, using tools like PandaDoc.
- Ensure all documentation is polished, professional, and adheres to Oxford English standards.
- Maintain a meticulous eye for detail and a commitment to presenting the company in the best possible light.
Project Coordination & Industry Knowledge
- Conduct product research and coordinate tendering processes with subcontractors.
- Draw on your understanding of the residential construction industry to align tasks with the company's needs. While Australian construction experience is a plus, a solid grasp of the industry is essential.
Applications & Tools Proficiency
- Office 365: Proficient use of Word, Excel, SharePoint, and Teams is mandatory.
- CRM Systems: Prior experience with any CRM platform is required, with a preference for familiarity with Zoho.
Preferred But Not Mandatory
- Buildpass & Buildern: Experience is beneficial but can be learned on the job.
- RingCentral: Knowledge of administration is ideal, but training will be provided if needed.
Communication Standards
- Responsiveness: Calls, emails, and messages should be acknowledged or responded to within the same business day wherever possible. If a full response is not immediately available, confirm receipt and provide a timeframe for completion.
- Missed Calls: Any missed calls must be returned no later than the following business day.
- Tone: All communication, whether written or verbal, must be courteous, professional, and aligned with company values.
- Escalation: Where there is uncertainty about how to respond to a client, supplier, or stakeholder, escalate the matter promptly to the General Manager rather than leaving it unresolved.
- Record Keeping: Ensure that all significant client or supplier communications are noted in the CRM or relevant system for visibility and continuity.
Personal Attributes
- Confidence in your own abilities, a willingness to take constructive feedback, and a proactive approach to problem-solving are key.
- Ability to manage yourself effectively and keep all moving parts running smoothly.
Note: Please prepare your Government IDs (TIN, SSS, Philhealth, Pag-ibig) as part of the application and placement process. In the event of placement to a contract with a client, you will be required to submit a copy of your BIR 2303 (Certificate of Registration) as part of compliance with government regulations.
