Office and Operations Administrator

DAYSHIFT | Fulltime | Iloilo (On site Setup)

About the Role

We have partnered with a Sydney-based company in the construction and field operations industry in search of an Office & Operations Administrator who will play a critical dual role supporting both head office administration and field operations coordination.

This role ensures a seamless link between internal systems and field execution, maintaining compliance, accuracy, and communication across teams. You will support the General Manager and Field Operations Manager by managing scheduling systems, onboarding, purchasing, accounts support, and office administration.

Why Cooee

Because we believe in the power of human connection. Because we are committed to flourishing human potential. Because we dream of a world where each one of us walks along the path to who we are and the best that we can be. This is Why we do What we do To be a part of transformation one person, one community, one business at a time.

We are One Team committed to investing in relationships fueled by trust and anchored on the One Shared Vision to transform through connection. We believe this is where the strength of Cooee and our partnerships lie in having clarity and conviction in purpose.

What you'll be working on:

 Scheduling & Workforce Coordination

• Check approved quotes in Ascora and prepare for mobilisation
• Coordinate with the Field Ops Manager to determine labour needs
• Input crews into Ascora Workforce Planner (by day, site, and supervisor)
• Send job confirmations and follow up on unconfirmed responses
• Update planner in real time for changes (no-shows, early finishes, redeployments)
• Track replacements and report any conflicts

Job File, Compliance & Subcontractor Onboarding

• Create and maintain job folders (Scope, Permits, SWMS, Pre-starts, Variations, Closeout)Upload approved scopes, briefs, and compliance in Ascora.
• Verify crew licences and completion of onboarding checklists
• Administer subcontractor onboarding (licences, work rights, performance tracking).
• Issue pre-mobilisation compliance checklists and assist in document recovery.

System Data Entry & Status Updating

• Update job statuses in Ascora from Quote Approved to Ready for Invoicing.
• Log variation requests and maintain daily registers.
• Verify job completion (reports, photos, approvals) before invoicing.
• Ensure accuracy and consistency in all system updates.

Problem Solving & Issue Management

• Identify and raise issues early using the 131 method (1 issue, 3 solutions, 1 preferred outcome).
• Escalate to the Field Ops Manager when required and coordinate resolutions.
• Document and log incidents, ensuring proper closure and follow-up actions.

Procurement, Logistics & Equipment Booking

• Generate and track Purchase Orders for tools, PPE, and material.
• Coordinate with suppliers and accounts for delivery, reconciliation, and invoicing.
• Manage site logistics, time data, and equipment bookings
• Ensure all field teams are informed of delivery logistics for plant and skip bins.
• Maintain training registers, toolbox talks, and audit documentation.

What were looking for:

• 2+ years in administration, project coordination, or construction support.
• Understanding of construction, demolition, or field service workflows.
• Experience handling multiple projects or crews simultaneously.
• Exposure to safety and compliance documentation (an advantage).
• Experience supporting process or system improvements within an organization.

Preferred Qualifications:

• Familiarity with Ascora or similar job management software.
• Proficiency in Microsoft Excel, Word, SharePoint, and other cloud-based systems.
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• High attention to detail and accuracy in documentation.
• Ability to coordinate with multiple teams and manage competing priorities.

Job Type: Full-time, Day Shift

Onsite (Iloilo Office): Bldg. 2, 2nd Floor, Nelly Garden, Jaro, Iloilo City