The posting
Project Administrator, are you there?
Hey there! We're looking for a detail-oriented Project Administrator to support our client’s project delivery team with Excel-based data management, product schedules, procurement administration, project documentation, and invoice checks. If you're analytical, confident working with numbers and systems, and take ownership of your work while ensuring accuracy at every step, this could be the role for you!
🌎 100% Remote 💵 Salary: Up to AU$2,500/month 📍 Philippines – Reporting to the Australian Team 🕒 Full Time | Independent Contractor (Direct Hire)
About our client Our client is one of Australia's leading providers of integrated security, locksmithing, electronic access control and security solutions. With more than 35 years of industry experience, they partner with government organisations, body corporates, commercial businesses, property managers and residential customers to deliver trusted security services across Australia.
Their team prides itself on delivering exceptional customer service, maintaining strong supplier relationships, and continuously improving their processes through technology and automation.
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:
Excel & Data Management
- Work extensively with Excel to organise, manipulate, review, and maintain product and project information.
- Convert supplier and manufacturer schedules into Excel spreadsheets, preparing and formatting data for accurate import into company systems.
- Enter door hardware schedules and revisions into the relevant systems, ensuring product codes, quantities, and other details are correct.
- Review and cross-check large volumes of data, identifying discrepancies and correcting errors before they affect project delivery.
- Use Excel functions such as SUM, filtering, and other basic spreadsheet tools to manage and validate information.
Project Administration & Documentation
- Provide administrative support to two Project Managers throughout the project delivery process.
- Prepare and maintain electronic project files, records, specifications, drawings, approvals, and variations.
- Maintain organised filing systems and ensure project documentation is accurate, accessible, and up to date.
- Track project call-up dates and help ensure orders are placed in line with project requirements and delivery timelines.
- Prepare delivery dockets, packing paperwork, labels, and other supporting documents using the relevant systems.
- Use technology and available tools, including AI where appropriate, to improve administrative efficiency and information management.
Procurement, Product & Inventory Coordination
- Assist with preparing purchase orders using supplier quotations and available pricing information.
- Review supplier information, pricing, and product availability to support accurate procurement and project planning.
- Help allocate stock to projects and generate picking slips for the warehouse team.
- Monitor order status and follow up on outstanding deliveries to help ensure products arrive when needed.
- Maintain accurate project inventory and product records across the company's systems.
- Assist with warranty claims, product returns, and related documentation when required.
Invoicing & Delivery Checks
- Cross-check quotes, product records, delivery information, and invoices to help confirm that goods supplied match what was ordered and delivered.
- Prepare accurate and timely invoicing and delivery documentation.
- Help identify discrepancies in quantities, pricing, or supplied products and flag issues for resolution.
- Support customer project updates and related email communication as you become familiar with the company's processes.
Team Collaboration & Continuous Improvement
- Work collaboratively with Project Managers and the wider team to keep projects organised and moving forward.
- Communicate clearly with colleagues and ask questions whenever information or instructions need clarification.
- Take ownership of recurring administrative tasks and complete them accurately without constant follow-up.
- Look for ways to improve processes, work more efficiently, and prevent recurring errors.
- Learn the company's products, systems, and procedures, with opportunities to develop into additional responsibilities such as quoting and estimating.
Skills you have:
- 4+ years of experience in administrative experience in administration, project support, or a similar role.
- Proficiency in Excel, including data manipulation, basic formulas such as SUM, filtering, and preparing information for import. Advanced Excel skills and macros are highly regarded.
- Excellent attention to detail when handling product codes, quantities, pricing, and project documentation.
- Strong numerical and analytical skills, with the ability to work confidently with numbers and large volumes of data.
- Good computer skills, including proficiency in Microsoft Office and the ability to learn new software and systems quickly.
- Strong organisational and time-management skills, with the ability to manage multiple tasks, maintain accurate records, and meet deadlines.
- A proactive and solutions-oriented approach, with the ability to take ownership of tasks, investigate discrepancies, and identify opportunities to improve processes.
- Clear written and verbal communication skills, with the ability to collaborate remotely and follow up on outstanding information.
- A willingness to learn about new products, technical information, and business processes.
Skills that will make you stand out:
- Experience in construction, contract administration, project coordination, building products, manufacturing, locksmithing, or a related industry.
- Familiarity with architectural door hardware, product catalogues, inventory records, or hardware schedules and specifications.
- Ability to read and interpret construction documents, including floor plans, door schedules, drawings, and product specifications.
- Experience using Simpro, ProMaster Hardware, or similar project management, inventory, or operational systems.
- Experience with procurement administration, purchase orders, supplier quotations, delivery coordination, or stock allocation.
- Experience checking invoices against quotes, purchase orders, delivery records, or goods supplied.
- Exposure to project quotations, estimating, or coordinating materials for construction projects.
- Experience using AI tools or other technology to improve administrative workflows and manage information efficiently.
You'll be entitled to:
- Great opportunities for career growth
- Opportunity to work in an amazing environment
