Assistant Project Coordinator - AU Account

Assistant Project Coordinator

Role Overview

The Assistant Project Coordinator provides day-to-day project coordination and administrative support to management and the wider project team. The role assists in monitoring project requirements, preparing project documentation and reports, coordinating purchasing activities, managing project variations, and ensuring important actions and requests are properly followed up.

The successful candidate must be highly organised, proactive, detail-oriented, and capable of managing multiple priorities. The role will work closely with the Construction Manager and other team members to ensure project information, purchasing requirements, variations, and administrative tasks are accurately recorded, monitored, and completed.

Work Setup

This is an office-based role in Liloan, Cebu. The regular working schedule is Monday to Friday, 6:00 AM to 2:30 PM Philippine Time.

Key Responsibilities

• Triage incoming emails by identifying urgent, important, routine, and non-essential correspondence.
• Maintain a running list or action register of important requests, outstanding actions, approvals, and follow-ups.
• Collaborate closely with the Construction Manager to gather detailed information on additional materials, labour, equipment, and other resources required for project variations.
• Prepare and generate Bill of Quantities (BOQ), including cost estimates, to support client discussions and approvals for additional works.
• Monitor the approval of submitted BOQs and variations to reduce the risk of Purchase Order (PO) shortfalls and ensure additional works are properly covered.
• Purchase specific products, materials, equipment, or supplies required for project sites.
• Obtain product information, pricing, availability, and delivery details from suppliers, and coordinate purchase approvals, order placement, delivery tracking, and supporting documentation.
• Facilitate the Construction Manager’s credit card transactions, ensuring all related invoices and receipts are collected, verified, and submitted to the finance team for timely processing.
• Provide general project coordination and administration support, including maintaining project trackers, registers, records, and project files.
• Assist in preparing regular project reports, status updates, summaries, and management information.
• Collect and consolidate project information from relevant team members to ensure project records and reports remain accurate and up to date.
• Monitor employee leave requests and maintain an accurate leave tracker or calendar.
• Coordinate with management regarding leave approvals, scheduling conflicts, and workforce availability.
• Prepare meeting notes, action lists, correspondence, and other project or administrative documents as required.
• Provide other project coordination and administrative support as required by management.

Key Requirements

• Experience supporting international clients or offshore accounts, particularly in Australia, the US, UK, or similar markets, is preferred.
• Experience in telecommunications, construction, infrastructure, procurement, or other project-based environments would be an advantage.
• Engineering graduate or candidates with an engineering background are preferred
• Previous experience as an Assistant Project Coordinator, Project Administrator, Project Coordinator, Administrative Assistant, or similar role.
• Experience supporting project coordination, maintaining trackers, action registers, and project documentation.
• Experience supporting purchasing, supplier coordination, order placement, or delivery tracking is preferred.
• Experience preparing or assisting with Bill of Quantities (BOQ), cost estimates, project variations, or similar commercial documentation would be an advantage.
• Experience preparing project reports, status updates, summaries, and administrative records.
• Excellent written and verbal English communication skills.
• Strong organisational and time-management skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Outlook, Excel, Word, Teams, and other Microsoft Office applications.
• Ability to manage multiple tasks and competing priorities with minimal supervision.
• Proactive approach to following up outstanding actions, approvals, and matters requiring attention.
• Professional and confident when communicating with staff, clients, suppliers, and management.
• Ability to handle confidential and commercially sensitive information appropriately.