Job description
Category: Architecture & Construction
Location:
Position Title: Administration Manager
Reports To: Director & EA
Works Closely With: Construction Manager, Accounts Team, Director
Direct Reports: Admin Assistant(s), Offshore Admin/Accounts Support
Role: Full time
Role PurposeThe Administration Manager is responsible for owning, structuring, and managing all administrative functions across the business to ensure efficiency, accuracy, and visibility across all operations.
This role is critical in supporting leadership by removing administrative burden, maintaining real-time data accuracy, and ensuring systems and processes are consistently followed across the company.
A key component of this role is leveraging AI tools and automation to improve efficiency, reduce manual workload, and implement scalable systems across the business.
Key Responsibilities
1. Administration Systems & Structure
Develop, implement, and maintain structured administrative systems
Manage company-wide filing systems (OneDrive/server)
Oversee email and document management processes
Ensure all documentation is accurate, up to date, and easily accessible
2. Data & Reporting Control
Ensure daily updating of all business-critical spreadsheets, including:
o Job tracking
o Cost tracking
o Labour hours (weekly summaries)
o Accounts payable and receivable tracking
Cross-check and validate work completed by offshore accounts/admin staff
Identify discrepancies or missing information and escalate where required
3. Project Administration Support
Assist Construction Manager and Supervisors with:
o Job setup (folders, documentation, tracking systems)
o Daily and weekly reporting processes
Ensure all projects have complete and well-organised documentation
Maintain proper storage of site photos, reports, and sign-offs
4. Financial Administration Coordination
Coordinate with Accounts team to ensure:
o Invoices are issued correctly and on time
o Purchase orders match supplier invoices
o All financial documentation is complete and accurate
Support preparation of weekly financial reporting
Assist in tracking overdue payments and maintaining visibility on cash flow
5. Team Coordination & Delegation
Manage and delegate tasks to:
o Admin Assistant(s)
o Offshore admin/accounts team
Ensure tasks are completed accurately and on time
Act as quality control for all administrative output
6. AI, Automation & Process Optimisation (CRITICAL)
Implement and manage AI tools to streamline administrative workflows
Identify repetitive tasks and introduce automation solutions (bots, workflows, integrations)
Improve data accuracy and reporting speed through automation
Continuously review and upgrade systems using AI-driven solutions
Work with leadership to implement scalable, tech-enabled processes across the business
7. Process Improvement
Continuously improve administrative systems and workflows
Identify inefficiencies and implement practical solutions
Drive a structured, systems-focused approach across the business
Key Outcomes
All company data is accurate, up to date, and reliable
Administrative tasks do not bottleneck leadership or operations
Every project is fully documented and organised
Weekly reports are delivered on time and with accuracy
Admin team operates proactively with strong attention to detail
AI and automation are actively used to improve efficiency and reduce manual workload
Requirements
Skills & Experience Required
Essential:
With XERO / Hubdoc experience
Experience within construction or Australian-based industries
Strong organisational and systems-thinking ability
High attention to detail
Experience managing administrative workflows or teams
Strong spreadsheet and data management skills
Ability to manage multiple priorities effectively
Demonstrated experience using AI tools and automation platforms in a business environment
Familiarity with job tracking systems or ERP platforms (e.g., Odoo)
Experience implementing automation tools (e.g., Zapier, Make, AI assistants, workflow bots)
Behavioural Expectations
Takes full ownership of responsibilities
Proactive and solution-focused
Highly organised and structured
Accountable and reliable
Strong interest in technology, efficiency, and continuous improvement
Able to perform under pressure in a fast-paced environment
Key Performance Indicators (KPIs)
100% of critical spreadsheets updated daily
Weekly reports delivered on time and accurately
Minimal to zero data entry errors
100% accuracy in invoice and purchase order matching
All project files complete and properly maintained
Timely response to internal requests
Measurable improvements in efficiency through AI/automation implementation
Authority
The Administration Manager will have the authority to:
Enforce administrative processes across the business
Reject incomplete or incorrect submissions
Direct admin team workload and priorities
Implement and improve systems, including AI and automation tools
Escalate issues to leadership when required
Details
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.