Scale-X Solutions
Project Administrator (Permanent AU Dayshift, Remote/WFH Philippines)
Be an Early Applicant
Provide administrative and coordination support for Australian commercial fitout and refurbishment projects. Maintain project programs, manage document control in Procore and Microsoft systems, liaise with stakeholders, interpret drawings and BOQs, support procurement and subcontractor coordination, and assist with project close-out to ensure milestones and documentation are completed on schedule.
This is a remote position.
PERMANENT AU DAYSHIFT, REMOTE/WFH - PHILIPPINES
Job Description: Project Administrator
Job Description: Project Administrator
(Commercial Construction)
Job Summary
We are seeking an experienced Project Administrator to support our client's commercial fitout and refurbishment projects across Australia. The successful candidate will work closely with Project Managers, clients, consultants, and trades to ensure projects are well coordinated, documentation is maintained, and project milestones are achieved.
The ideal candidate will have extensive experience within the Australian commercial fitout industry and be confident using Microsoft Project, Procore, and Microsoft Office. They will be highly organised, proactive, and capable of interpreting construction drawings and Bills of Quantities (BOQs) while supporting projects from commencement through to completion.
Key Responsibilities
• Provide high-level administrative and coordination support to Project Managers throughout the project lifecycle.
• Proactively monitor project progress and follow up with Project Managers to ensure tasks, deliverables, and project milestones remain on schedule.
• Develop, update, and maintain project programmes using Microsoft Project.
• Coordinate project documentation, ensuring all records are accurate, complete, and up to date.
• Manage document control using Procore and Microsoft systems.
• Liaise directly with clients, consultants, subcontractors, and suppliers regarding project updates and documentation.
• Prepare and issue project correspondence, reports, meeting minutes, and other required documentation.
• Review and interpret architectural drawings, specifications, and Bills of Quantities (BOQs).
• Raise queries and seek clarification from clients and trades when additional information is required.
• Support procurement, subcontractor coordination, and project administration activities.
• Assist with project close-out by ensuring all documentation is complete and submitted on time.
Required Qualifications
• Minimum of five (5) years' experience as a Project Administrator or Project Coordinator within the Australian commercial fitout industry. Candidates with experience delivering hospital, education, office, hotel, or other commercial construction projects will also be considered.
• Proven experience supporting commercial fitout, refurbishment, or new build construction projects.
• Strong understanding of construction documentation, project administration, and project coordination processes.
• Ability to read and interpret construction drawings, specifications, and Bills of Quantities (BOQs).
• Excellent written and verbal English communication skills.
• Strong organisational skills with exceptional attention to detail.
• Ability to manage multiple projects and competing priorities in a fast-paced environment.
Technical Skills
• Experience using Microsoft Project.
• Experience using Microsoft Office and Microsoft 365 applications (including Word, Excel,
Outlook, and Teams).
• Experience using Procore.
• Ability to read and interpret construction drawings and Bills of Quantities (BOQs).
• Experience managing project documentation and document control.
• Experience using cloud-based document management systems is an advantage.
Key Competencies
• Confident and proactive in holding Project Managers accountable for project deliverables and following up on outstanding actions.
• Strong negotiation and stakeholder management skills.
• Strong communication and interpersonal skills.
• Comfortable asking questions, challenging assumptions, and seeking clarification from clients, consultants, and trades when required.
• Strong organisational and time management skills.
• Excellent attention to detail and problem-solving ability.
• Self-motivated, proactive, and able to work independently.
• Professional, collaborative, and adaptable in a fast-paced project environment.
Similar Jobs
Artificial Intelligence • Healthtech • Machine Learning • Natural Language Processing • Biotech • Pharmaceutical
Evaluates, executes, reviews, and approves pharmaceutical validation plans, protocols, and reports. Troubleshoots equipment and process validation issues, performs statistical analysis, manages quality systems, supports audits and investigations, and maintains the Site Validation Master Plan. The role also contributes to product transfers, new product development, cleaning validation, regulatory queries, and process improvement projects while coordinating cross-functional testing and documentation.
Top Skills:
ChatgptGlobal Document Management SystemGood Manufacturing PracticesMicrosoft CopilotQuality Tracking SystemSAP
HR Tech • Information Technology • Professional Services • Sales • Software
Generate and close new business for HiBob across the APJ market. Responsibilities include prospecting, outbound pipeline generation, product demonstrations, full-cycle sales management, executive engagement with People and HR leaders, CRM management in Salesforce, forecasting, and networking through events and partners.
Top Skills:
MeddicMeddpiccSaaSSalesforce
HR Tech • Information Technology • Professional Services • Sales • Software
Drive technical pre-sales across new business and expansion opportunities in the APJ region. Deliver tailored demos, lead discovery, support RFPs and tenders, and translate customer needs into business outcomes. Partner with Account Executives, Account Managers, Product, Customer Success, and Professional Services on complex, multi-stakeholder SaaS deals. Apply knowledge of APIs, webhooks, cloud platforms, security, and compliance while sharing customer insights and mentoring junior team members.
Top Skills:
Ai ToolsAPIsB2B SoftwareCloud PlatformsCRMSaaSSales Enablement ToolsWebhooks
What you need to know about the Sydney Tech Scene
From opera to comedy shows, the Sydney Opera House hosts more than 1,600 performances a year, yet its entertainment sector isn't the only one taking center stage. The city's tech sector has earned a reputation as one of the fastest-growing in the region. More specifically, its IT sector stands out as the country's third-largest, growing at twice the rate of overall employment in the past decade as businesses continue to digitize their operations to stay competitive.
