The posting
Executive Assistant & Project Coordinator, are you there?
Hey there! We're looking for an Executive Assistant & Project Coordinator to support the three principals of a growing Australian property development and civil construction business. If you're highly organised, proactive, confident managing multiple priorities, and someone who can keep projects, documents and people moving without constant supervision, this could be the role for you!
🌎 100% Remote 💵 Salary: AU$2,800-AU$3,000/month 📍 Philippines – Reporting to the Australian Team, 9:00AM-6:00PM AU Time 🕒 Full Time 📄 Independent Contractor
About our client Our client is an Australian property development business working across residential, commercial, industrial and land development projects, primarily in coastal and hinterland areas.
You'll be joining a close-knit team where strong relationships, organisation and accountability are essential. The principals need a proactive and detail-oriented person who can manage administrative tasks, coordinate consultant and contractor follow-ups, keep project documentation organised and ensure important actions don't fall through the cracks.
About RunRemote Our mission is to help connect the top-rated remote talent with the world's best job opportunities. Our key markets and clients are located in the US, AUS, UK & Canada just to name a few. All of our roles are full-time and 100% remote, cutting out the daily commute, and providing top-rated talent with the best job opportunities, all from the comfort of their home.
In your day-to-day, you will:
Executive & Administrative Support
- Manage calendars, meetings, emails and correspondence for the principals, including scheduling appointments and site visits, keeping calendars up to date, and drafting emails on their behalf for review or approval where needed.
- Provide day-to-day administrative support to three principals, helping them manage competing priorities and stay on top of important commitments.
- Act as a reliable point of contact for principals working on-site or away from the office, helping action requests and keep administrative tasks moving.
- Anticipate the principals’ needs and manage outstanding priorities, including tracking deadlines, providing reminders, and coordinating ad hoc administrative or personal requests such as important dates, bookings and other arrangements.
- Exercise sound judgement when handling requests, prioritising tasks and determining which matters require the principals' input.
Project Coordination & Follow-ups
- Monitor project management systems and track outstanding tasks across multiple projects, proactively following up with consultants, engineers, contractors and other stakeholders to secure deliverables on time and flag priorities requiring the principals' attention.
- Help the principals stay organised when managing multiple projects, competing deadlines and on-site responsibilities.
- Coordinate project-related requests and communications, ensuring information is passed to the right people and tasks progress without unnecessary delays.
- Follow through on requests from initial instruction to completion, keeping relevant stakeholders informed of progress and outstanding actions.
- Balance persistence with good judgement, adapting follow-up methods and timing to maintain productive working relationships.
- Provide practical administrative support for on-site activities, including contacting contractors, coordinating material orders when instructed, and recording project-related quantities, usage or other information as required.
Document & Data Management
- Maintain accurate, organised and up-to-date project files and records across OneDrive, spreadsheets and other relevant systems, ensuring consistent file organisation, naming conventions and document control practices.
- Save incoming drawings, engineering reports, building plans, bushfire reports, contracts, disclosure plans and other project documentation in the correct project folders.
- Ensure the latest approved versions of documents and drawings are readily accessible, archive superseded versions and help prevent teams from working from outdated information.
- Retrieve the correct plans, reports and project records promptly when requested, and distribute them to the relevant consultants or contractors while copying in the appropriate principals.
- Develop a practical understanding of the business's project documentation and terminology so you can locate, identify and distribute the correct information independently.
Communication & Relationship Management
- Act as a key communication link between the principals, consultants, contractors, engineers, suppliers and other stakeholders, communicating confidently and professionally via email, phone, WhatsApp and other relevant channels.
- Manage stakeholder follow-ups and updates on outstanding deliverables, delayed responses and project requests, ensuring the principals are kept informed of progress and matters requiring their attention.
- Use emotional intelligence and sound judgement to adapt communication style and timing to different stakeholders, choosing the appropriate channel and balancing persistence with maintaining positive working relationships.
- Build and maintain professional relationships with stakeholders, including senior consultants, contractors and business owners, by understanding their communication preferences, priorities and existing relationships with the business.
Property Acquisitions & General Business Support
- Provide administrative support for property acquisitions, including organising information, preparing and sending acquisition-related correspondence, and coordinating administrative steps to progress potential opportunities.
- Retrieve, organise and maintain property and project records, including contracts, disclosure plans and other relevant documents, ensuring information is accessible and well organised.
- Support general project and business administration, including coordinating requests, communicating instructions, organising information for the principals, and maintaining prospective buyer information and CRM records as required.
Marketing & Communications Support
- Coordinate and schedule marketing communications, including social media posts, EDMs and newsletters, ensuring approved content reaches the right audience at the appropriate time.
- Track upcoming marketing activities and outstanding tasks, providing administrative support and taking ownership of assigned responsibilities to ensure communications are coordinated and completed consistently.
Process Improvement & AI-Supported Workflows
- Identify opportunities to improve administrative workflows, streamline document management, reduce repetitive manual tasks and strengthen organisation, accountability and operational efficiency.
- Use AI tools and digital systems where appropriate to organise information, support task coordination and improve the efficiency of recurring administrative processes.
- Take initiative in learning new systems and maintaining consistent workflows for document storage, task tracking, follow-ups and other recurring administrative responsibilities.
Skills you have:
- 4+ years of demonstrated experience in an Executive Assistant, Project Coordinator, Project Administrator, Operations Coordinator or similar role involving substantial administrative and coordination responsibilities.
- Exceptional organisational skills and attention to detail, particularly when managing multiple projects, documents, deadlines and competing priorities.
- Proven ability to track tasks, manage follow-ups and take ownership of responsibilities through to completion without constant supervision.
- Excellent written and verbal English communication skills, with the confidence to communicate professionally over email and phone and adapt to different stakeholders.
- Strong interpersonal skills and emotional intelligence, with the ability to maintain positive working relationships while following up persistently and professionally.
- Sound judgement and prioritisation skills, with the ability to anticipate needs, identify urgent matters and escalate issues appropriately.
- Strong computer literacy and the ability to work independently, using email, calendars, spreadsheets, cloud-based document management systems and project management tools.
Skills that will make you stand out:
- Experience in property development, civil construction, building, engineering, infrastructure or another project-based industry, particularly in a role supporting multiple projects and external stakeholders.
- Familiarity with technical project documentation, such as engineering drawings, construction plans, bushfire reports, contracts and disclosure plans.
- Experience supporting founders, directors or business owners in a lean team, with the ability to manage competing priorities, work independently and take initiative.
- Familiarity with Monday.com or similar project management and CRM platforms, alongside proficiency in Microsoft Outlook, OneDrive and Excel.
- Experience in property acquisitions, acquisition correspondence, sales administration or buyer database management.
- Exposure to marketing coordination or AI tools, such as scheduling social media content, coordinating EDMs and newsletters, or using AI to streamline administrative workflows.
You'll be entitled to:
- Great opportunities for career growth
- Opportunity to work in an amazing environment
