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An Australian home building company specializing in the construction of quality residential properties. The team focuses on delivering well-designed homes with efficient project management, accurate costing, and strong collaboration with suppliers and contractors.
Executive Assistant (Construction & Property Development) - 191
Location
Philippines
Posted
48 days ago
Salary
₱75K - ₱85K / month
Seniority
Mid Level
Job Description
Executive Assistant (Construction & Property Development) - 191
D2B
Position: Executive Assistant (Construction & Property Development) Salary: PHP 75,000 - 85,000 Working Hours & Conditions: Aligned with Australian hours; full-time (remote) Holidays : AU Holidays ABOUT THE COMPANY: The client is a property development business based in Newcastle, Australia, run by a solo developer using a network of external consultants. The company focuses on: - Commercial and industrial developments - Residential land subdivisions (not residential building) - ~8 active projects at varying stages of completion The business operates deliberately “under the radar” with no in-house staff, relying on strong systems and external partners. OVERVIEW: Provide end-to-end executive and project administration support to the Director, with a heavy focus on: - Managing and triaging a high-volume inbox - Owning document management and filing into SharePoint - Communicating confidently with builders, consultants, and other stakeholders in the property development lifecycle. This role is ideal for someone with construction/property exposure who enjoys being the right hand to a busy founder. RESPONSIBILITIES: - Email & Calendar Management - Own the Director’s inbox: - Triage, prioritise, and respond to emails where appropriate - Draft replies for the Director’s review where needed - Flag and escalate time‑sensitive items - Maintain simple calendar structure: - Block time for “needs review” and “cannot answer” items - Schedule and confirm meetings with stakeholders - Document & SharePoint Management - File all incoming documents into the correct SharePoint project folders - Maintain consistent naming conventions and version control (e.g. latest plans on top) - Ensure: - Plans, approvals, contracts, finance documents, construction documents, etc. - Are saved in the correct subfolders (feasibility, finance, accounts, construction, approvals, etc.) - Retrieve documents quickly on request (e.g. latest site layout, building contract, survey, town planning report). - Stakeholder Communication Support - Draft and send clear, professional emails to: - Builders and head contractors - Surveyors - Town planners - Architects/drafters - Engineers - Solicitors (re: sale contracts and related docs) - Follow up on outstanding items (plans, approvals, contracts, signatures, variations, etc.). - Summarise key email threads and decisions for the Director. - Project & Admin Support - Maintain simple trackers or logs for each project (key dates, approvals, milestones, key contacts). - Assist with preparation and organisation of documents for: - Development approvals - Building contracts and progress claim support docs - Sales contracts and related correspondence - General admin tasks as required to free up the Director’s time. - Growth Mindset & Future Support - A growth mindset is imperative as there will be basic support for future initiatives such as: - Development management services for other developers - Assisting with website content updates and basic social media coordination (if/when launched) - Coordinating with external providers for website and marketing tasks
Job Requirements
- QUALIFICATIONS:
- Construction / Property Knowledge
- Experience in, or strong exposure to, property development or construction (preferred).
- Familiarity with the typical sequence of a project:
- Approvals → building contract → construction → sales/leases
- Ability to understand and work with documents such as:
- Plans, surveys, engineering reports, town planning docs, contracts.
- Administrative & Technical Skills
- 3+ years in an EA, project admin, or similar role (ideally in construction/property or related fields).
- Strong email and calendar management skills.
- Confident managing cloud file systems (SharePoint/OneDrive or similar).
- Proficient in:
- Microsoft 365 (Outlook, Word, Excel, SharePoint)
- Basic online tools (Teams/Zoom, PDF tools, etc.).
- Communication
- Excellent written and spoken English.
- Able to adopt a clear, direct, professional tone with Australian stakeholders.
- Comfortable communicating with senior professionals (builders, solicitors, consultants).
- Work Style
- Highly organised, detail‑oriented, and reliable.
- Proactive and able to “learn the way the Director works” and anticipate needs.
- Comfortable working independently with minimal supervision.
- Willing to learn industry specifics and continuously improve.
- WHY THIS ROLE MATTERS:
- Freeing the Director from email and admin will:
- Increase speed and quality of responses to builders and consultants
- Improve project organisation and document control
- Create capacity for more projects and new ventures (e.g. development management services, future supplement business)
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