Remote Half-Day Operations Administrator

Job Description
This is a remote position.

A fast-growing construction and property development company focused on delivering high-quality projects is seeking a proactive and detail-oriented Operations Administrator to support their team and ensure smooth day-to-day operations across procurement, administration, and site coordination. This position ensures the seamless flow of information, materials, and administrative processes between suppliers, sites, and the back office. This role is central to maintaining accurate records, coordinating logistics, and supporting operational efficiency.

This position is a remote, part-time permanent opportunity – 5 hours per day

Key Responsibilities

Procurement & Supplier Coordination

• Place supplier orders and confirm order details within 24 hours.
• Track and log estimated time of arrival (ETA) for all deliveries.
• Escalate unresponsive suppliers after 24 hours or late deliveries.

Delivery & Documentation Management

• File all delivery notes in Google Drive within 24 hours of receipt.
• Maintain organised, easily retrievable digital filing systems.

Financial Administration

• Accurately capture supplier invoices and bills in Xero on an ongoing basis.
• Ensure all invoices are processed and submitted by month-end cutoff.

Site Support & Inventory Planning

• Conduct weekly check-ins with the site foreman (every Thursday) to review upcoming stock needs.
• Maintain and update the weekly stock plan with on-time accuracy.

Client & Project Coordination

• Record client specifications using the company’s standard template.
• Assist in preparing draft quotes for variations.

Staff Scheduling & General Admin

• Schedule site staff shifts using Trello according to project needs.
• Perform ongoing data entry and task tracking as needed.
• Provide daily updates via WhatsApp using the Done / Doing / Blocked format.

Tools You’ll Use

• Xero – Invoice capture & financial admin
• Google Drive – Document filing & storage
• Trello – Staff scheduling & task tracking
• WhatsApp – Team communication & daily check-ins
• Email – Supplier & client correspondence

Success Metrics (KPIs)

• 100% supplier orders confirmed within 24 hours.
• 0 missing delivery notes.
• 100% invoices captured by month-end.
• Weekly stock plan completed by Thursday 16:00 with ≥95% on-time rate.
• All operational requests tracked, responded to, and closed with feedback loop confirmation.

Escalation Protocol

• Immediately escalate via WhatsApp to company owner in accordance to the following:
• A supplier is unresponsive for more than 24 hours.
• A delivery is more than one day late.
• Requirements are unclear or ambiguous.

Requirements
What We’re Looking For

Essential:

• 2+ years’ experience in operations, admin, procurement or site coordination.
• Strong organisational skills and attention to detail.
• Excellent communication and follow-through.
• Ability to manage multiple tasks and priorities under pressure.

Desirable:

• Experience in a construction or property development environment.
• Familiarity with standard procurement processes and invoicing.
• Proactive, problem-solving mindset with a bias for action.
• Proficiency in Google Drive, Trello, and/or Xero (or similar platforms).

Benefits
This position is a remote, part-time permanent opportunity – 5 hours per day

Remote Half-Day Operations Administrator