Admin Manager (DAYSHIFT, REMOTE/WFH-PHILIPPINES)
类别：建筑与建设地点：职位标题：管理经理报告向：董事和 EA 密切合作：施工经理，会计团队，总监直接报告：行政助理(s),离岸管理员/账户支持角色：全日制作用目的。管理经理负责所有业务的管理功能，以确保在整个业务中效率，准确性和可见性。这一角色对于通过消除行政负担，保持实时数据精度以及确保系统和流程在公司范围内持续遵循领导力至关重要。关键组成部分是利用人工智能工具和自动化来提高效率，减少手工工作负载并实现可扩展的系统在整个业务中。关键责任 1.管理系统 & 结构 ·开发，实施和维护结构化的行政系统 ·管理全公司文件系统 （OneDrive/服务器）·监督电子邮件和文档管理流程 ·确保所有文档都是准确的，最新的，易于访问 2.数据和报告控制 ·确保每天更新所有关键业务表格，包括：o 工作跟踪 o 工作追踪 o 每周汇总 o 付费和领取的账户跟踪 · 跨境账户/管理人员完成的工作进行交叉检查和验证 · 确定缺失或缺乏信息的差异，并在需要时升级 3. 项目管理支持 · 协助工程经理和监督员：o 工作设置 （文件，文档，跟踪系统）o 每日和周次报告流程 ·确保所有项目都有完整且有组织的文档 · 保持网站照片，报告和签名的适当存储 4. 财务管理协调 · 与帐户团队协调以确保：o 发票正确及时发行 o 购买单匹配供应商的发票 o 所有金融文件都是完整和准确的 · 支持每周的财务报告编制 · 帮助追踪逾期支付和保持现金流的可见性 5.团队协调与代表 · 管理并委托任务给：o 管理员助理 (s) o 离岸管理人员/会计团队 ·确保任务准确及时完成 · 为所有行政产品提供质量控制 6. AI,自动化和过程优化 （关键）· 不充分
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Category: Architecture & Construction
Location:
Position Title: Administration Manager
Reports To: Director & EA
Works Closely With: Construction Manager, Accounts Team, Director
Direct Reports: Admin Assistant(s), Offshore Admin/Accounts Support
Role: Full time
Role PurposeThe Administration Manager is responsible for owning, structuring, and managing all administrative functions across the business to ensure efficiency, accuracy, and visibility across all operations.
This role is critical in supporting leadership by removing administrative burden, maintaining real-time data accuracy, and ensuring systems and processes are consistently followed across the company.
A key component of this role is leveraging AI tools and automation to improve efficiency, reduce manual workload, and implement scalable systems across the business.
Key Responsibilities
1. Administration Systems & Structure
· Develop, implement, and maintain structured administrative systems
- Manage company-wide filing systems (OneDrive/server)
- Oversee email and document management processes
- Ensure all documentation is accurate, up to date, and easily accessible
2. Data & Reporting Control
· Ensure daily updating of all business-critical spreadsheets, including:
o Job tracking
o Cost tracking
o Labour hours (weekly summaries)
o Accounts payable and receivable tracking
- Cross-check and validate work completed by offshore accounts/admin staff
- Identify discrepancies or missing information and escalate where required
3. Project Administration Support
· Assist Construction Manager and Supervisors with:
o Job setup (folders, documentation, tracking systems)
o Daily and weekly reporting processes
- Ensure all projects have complete and well-organised documentation
- Maintain proper storage of site photos, reports, and sign-offs
4. Financial Administration Coordination
· Coordinate with Accounts team to ensure:
o Invoices are issued correctly and on time
o Purchase orders match supplier invoices
o All financial documentation is complete and accurate
- Support preparation of weekly financial reporting
- Assist in tracking overdue payments and maintaining visibility on cash flow
5. Team Coordination & Delegation
· Manage and delegate tasks to:
o Admin Assistant(s)
o Offshore admin/accounts team
- Ensure tasks are completed accurately and on time
- Act as quality control for all administrative output
6. AI, Automation & Process Optimisation (CRITICAL)
· Implement and manage AI tools to streamline administrative workflows
- Identify repetitive tasks and introduce automation solutions (bots, workflows, integrations)
- Improve data accuracy and reporting speed through automation
- Continuously review and upgrade systems using AI-driven solutions
- Work with leadership to implement scalable, tech-enabled processes across the business
7. Process Improvement
· Continuously improve administrative systems and workflows
- Identify inefficiencies and implement practical solutions
- Drive a structured, systems-focused approach across the business
Key Outcomes
· All company data is accurate, up to date, and reliable
- Administrative tasks do not bottleneck leadership or operations
- Every project is fully documented and organised
- Weekly reports are delivered on time and with accuracy
- Admin team operates proactively with strong attention to detail
- AI and automation are actively used to improve efficiency and reduce manual workload
Requirements
Skills & Experience Required
Essential:
· With XERO / Hubdoc experience
- Experience within construction or Australian-based industries
- Strong organisational and systems-thinking ability
- High attention to detail
- Experience managing administrative workflows or teams
- Strong spreadsheet and data management skills
- Ability to manage multiple priorities effectively
- Demonstrated experience using AI tools and automation platforms in a business environment
- Familiarity with job tracking systems or ERP platforms (e.g., Odoo)
- Experience implementing automation tools (e.g., Zapier, Make, AI assistants, workflow bots)
Behavioural Expectations
· Takes full ownership of responsibilities
- Proactive and solution-focused
- Highly organised and structured
- Accountable and reliable
- Strong interest in technology, efficiency, and continuous improvement
- Able to perform under pressure in a fast-paced environment
Key Performance Indicators (KPIs)
- 100% of critical spreadsheets updated daily
- Weekly reports delivered on time and accurately
- Minimal to zero data entry errors
- 100% accuracy in invoice and purchase order matching
- All project files complete and properly maintained
- Timely response to internal requests
- Measurable improvements in efficiency through AI/automation implementation
Authority
The Administration Manager will have the authority to:
- Enforce administrative processes across the business
- Reject incomplete or incorrect submissions
- Direct admin team workload and priorities
- Implement and improve systems, including AI and automation tools
- Escalate issues to leadership when required
Details
Originally posted on Himalayas