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Pear Tree.

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Office and Project Coordinator

Project ManagerProject ManagerFull TimeRemoteSeniorTeam 1-10H1B No SponsorCompany SiteLinkedIn

Location

Philippines

Posted

6 days ago

Salary

AU$1.4K - AU$1.9K / month

Seniority

Senior

Associate Degree3 yrs expEnglish

Job Description

Office and Project Coordinator

Pear Tree.

• Manage general office administration and day-to-day operational support • Coordinate meetings, calendars, travel and team logistics • Prepare correspondence, reports, presentations and project documentation • Support onboarding and administration for employees and subcontractors • Maintain registers, records and filing systems • Assist with procurement, purchase orders, invoices and supplier coordination • Support compliance documentation and general business administration activities • Liaise with clients, suppliers and project stakeholders in a professional manner • Developing bids and project proposals for clients and public tenders • Provide high-level executive assistance to the Managing Director, including proactive diary, inbox and priority management • Coordinate and prepare briefing materials, reports, presentations and correspondence on behalf of the Managing Director • Act as a key point of contact between the Managing Director and internal/external stakeholders • Support strategic planning activities by assisting with preparation of meeting packs, agendas and follow-up actions • Coordinate leadership meetings, including scheduling, minutes and tracking of actions • Assist with business development activities, proposals and client engagement coordination as required • Anticipate needs and proactively manage tasks to enable the Managing Director to operate effectively and efficiently • Assist Project Managers with project administration and coordination activities • Support preparation and management of project documentation, reports and deliverables • Coordinate document control processes and maintain project records • Track actions, deliverables and project milestones • Assist with meeting coordination, minutes and follow-up actions • Support project planning and resource coordination activities • Help maintain project systems and reporting tools • Provide administrative support across multiple rail/infrastructure projects as required • Contribute to a collaborative and professional team environment • Support continuous improvement initiatives and process development • Assist leadership with ad hoc business and operational tasks • Maintain a high standard of professionalism, confidentiality and attention to detail

Job Requirements

  • 3–5 years of experience in an administration, office coordination, or executive support role
  • Demonstrated ability to support senior stakeholders, including diary and inbox management
  • Strong organisational and time management skills with the ability to juggle competing priorities
  • Excellent written and verbal communication skills
  • High attention to detail and a proactive, self-driven work style
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Comfortable working autonomously in a fast-paced, dynamic environment
  • Experience maintaining records, registers, and filing systems
  • Professional and discreet — able to handle confidential information with integrity
  • Nice to Have:**
  • Experience in rail, infrastructure, engineering, or construction industries
  • Exposure to project coordination or project delivery environments
  • Familiarity with document control systems or project management platforms (e.g. Aconex, Procore, MS Project)
  • Experience supporting a Managing Director or C-suite executive
  • Relevant qualifications in Business Administration, Management, or related field

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