Operations Assistant (007-964)

Job Description

​​Looking for Filipino (Philippines-based) candidates

Job Role: Operations Assistant

Compensation range: $1,200 -1,500 AUD/month

Engagement type: Independent Contractor

Work Schedule: This role is expected to align with the AU business hours (approx. 9.00 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies directly hire top 5% remote talent in the Philippines. You will be hired directly by the client, typically as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote, so you'll be able to work from home.

Who The Client Is:

The client is an established Australian specialist in waterproofing, building remediation, and compliance services. With over 20 years of industry experience, the company delivers practical, compliant, and end-to-end waterproofing solutions across strata, commercial, government, and infrastructure sectors, ensuring long-term protection and regulatory compliance for building assets.

About the Role

The Operations and Account Management Support role provides administrative, project coordination, documentation, and compliance support to ensure smooth operational and client related execution across the organization. The role works closely with the Chief Operating Officer and Account Manager to maintain organized processes, support client deliverables, and ensure efficient and compliant day to day operations.

Key Responsibilities:

Operations Support

• Provide day to day administrative, scheduling, and operational support to leadership.
• Assist with documenting and improving internal operational processes.
• Maintain organized digital filing systems and business records.
• Support invoice tracking, documentation management, and operational administration.
• Ensure operational tasks are completed accurately and on time.

Account Management Support

• Provide administrative support in managing client accounts and service requests.
• Assist with client documentation, correspondence, and record keeping.
• Track client deliverables, action items, and follow ups to ensure timely completion.
• Support the preparation of client reports, updates, and documentation packages.
• Maintain accurate client and project records within company systems.

Project Documentation & Coordination

• Assist in monitoring project timelines, deliverables, and progress updates.
• Maintain project schedules, documentation registers, and reporting records.
• Track project documentation and ensure records remain up to date.
• Support contract administration and change order tracking.
• Coordinate project related documentation and internal communications.

Construction & Site Coordination

• Coordinate communication between site teams and management.
• Track subcontractor schedules and project progress updates.
• Maintain daily site reports and documentation logs.
• Assist with compliance tracking, including safety documentation, permits, and inspections.
• Organize and maintain project records and supporting documentation.

Compliance & License Renewal Management

• Monitor and track expiry dates for company licenses, permits, registrations, and certifications.
• Coordinate timely renewals of compliance related documentation.
• Track employee certifications, insurance policies, and professional licenses.
• Liaise with relevant authorities, service providers, and stakeholders when required.
• Maintain an accurate compliance and renewal calendar.

Communication & Coordination

• Manage email coordination and communication between internal teams, contractors, suppliers, and clients.
• Support leadership and cross functional teams with coordination and administrative tasks.
• Ensure timely follow up on operational activities and outstanding deliverables.
• Escalate operational risks, delays, or urgent matters when necessary.
• Facilitate smooth communication and collaboration across multiple stakeholders.

Requirements

Required Skills and Qualifications:

• Proven experience in operations support, administration, project coordination, account support, executive assistance, or similar roles.
• Strong organizational and coordination skills with excellent attention to detail.
• Excellent written and verbal English communication skills.
• Ability to manage documentation, records, and compliance related processes.
• Strong time management skills with the ability to prioritize multiple tasks and deadlines.
• Highly reliable, proactive, and accountable.
• Comfortable working in a fast paced environment while managing competing priorities.
• Ability to work independently with minimal supervision.
• Strong problem solving and critical thinking abilities.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and online collaboration tools such as Teams, OneDrive, and SharePoint.
• Experience within the construction, building services, engineering, trades, or project based industries is highly regarded.
• Experience supporting Australian businesses is advantageous.

What Success Looks Like

• Accurate and well maintained project, client, and compliance documentation.
• Timely completion of operational, administrative, and account support tasks.
• No missed license, permit, certification, or compliance renewal deadlines.
• Strong follow up practices and effective communication across stakeholders.
• Reliable support provided to leadership and client facing teams with minimal supervision.
• Smooth coordination between internal teams, contractors, suppliers, and clients.
• Efficient workload management while consistently meeting deadlines and business expectations.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)