Job Description
This is a high-trust, frontline role. You will serve as the primary gatekeeper for the building certifier — meaning the certifier’s time is protected so they can focus exclusively on technical assessments and finalising Requests for Information (RFIs). All client communication, project tracking, documentation management, and inbound enquiries flow through you first. Your ability to triage, prioritise, and action matters independently is what allows the certifier to operate at full capacity.
We welcome applicants with administration experience in construction, civil works, engineering, town planning, or architecture — whether gained locally in the Philippines or working for an Australian company. What matters most is your industry background, your organisational ability, and your confidence communicating in English with Australian clients.
You will handle inbound and outbound phone calls with Australian clients, builders, engineers, and consultants on behalf of the business, making fluent and confident spoken English an absolute requirement for this position.
Job Title
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Construction Administration Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Primary Target: Elite administrative assistants with a proven, highly confident phone manner (will act as a “gatekeeper” handling calls with Australian clients, builders, and authorities).
- Experience Focus: Heavy background in project management tracking, milestone monitoring, and deadline management (experience with Monday.com, Asana, or Trello is a must).
- Industry Background: Open to all fast-paced corporate industries (logistics, real estate, tech, etc.). Candidates with direct construction, civil engineering, or building certification background are a major plus/priority, but it is not a strict prerequisite.
- Education: College degree holder (open to all majors, but prioritize Business or Construction Management graduates).
- Tech Skills: Highly tech-savvy with rapid software learning ability (they will be trained directly on Australian Building Certification Software / BCS).
- Communication: Exceptional, fluent spoken and written English skills.
Job Responsibilities
- GATEKEEPER & CLIENT COMMUNICATIONS:
• Act as the first point of contact and primary gatekeeper for the building certifier — fielding all inbound enquiries, filtering non-urgent matters, and protecting the certifier’s time for technical assessments and RFI finalisation.
• Handle inbound and outbound phone calls with Australian clients, builders, engineers, town planners, and local government authorities on behalf of Clearpath Certification.
• Triage and respond to client enquiries regarding application status, outstanding requirements, and next steps — escalating only where certifier input is genuinely required.
• Prepare and send correspondence including condition letters, inspection notices, and RFI responses using established templates and procedures. - BCS SOFTWARE & PROJECT ADMINISTRATION:
• Operate and maintain BCS (Building Certification Software) as the central system of record for all active inbound certification projects — keeping project data, documentation, and status current at all times.
• Manage application lodgements within BCS, track assessment milestones, and ensure all project records are accurate and complete throughout the certification lifecycle.
• Upload, organise, and version-control all project documentation, drawings, and compliance reports within BCS and supporting file systems. - RFI MANAGEMENT & FOLLOW-UP:
• Own the RFI follow-up process — proactively chasing clients, consultants, and builders for outstanding information required to progress certifier assessments.
• Track the status of all open RFIs across active projects, maintaining a clear log of what has been issued, what is outstanding, and associated deadlines.
• Coordinate the return and distribution of RFI responses to the certifier, ensuring nothing falls through the cracks and assessment timelines are protected. - PROJECT MANAGEMENT & DEADLINE TRACKING:
• Run and maintain a project management tracking tool to monitor all active certification projects, key milestones, statutory deadlines, and upcoming inspections.
• Generate regular project status reports and flag overdue or at-risk matters to the principal certifier before they become critical.
• Schedule and coordinate building inspections, confirming appointment details with site contacts and ensuring the certifier’s inspection schedule is efficiently managed.
• Maintain organised digital filing systems for all projects, correspondence, and regulatory records in line with Clearpath’s document control requirements.
Good luck and God Bless!