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Construction & Property Operations Coordinator

Job Description

Our client is an emerging Auckland-based property development company specializing in luxury, resort-style residences, bespoke renovations, and thoughtfully planned subdivisions. As a growing company, they are establishing their foundational administrative and project management operations in the Philippines.

We are looking for a proactive, detail-oriented Construction & Property Operations Coordinator to serve as a central coordinator for Auckland operations. In this role, you will take ownership of document control, file management, invoice/quote tracking, calendar scheduling, and standard operating procedure (SOP) development. You will work directly with the Company Director and Project Managers, helping build the scalable administrative foundation needed to support an expanding project portfolio.

Job Title

  • Construction & Property Operations Coordinator

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Core Qualifications:
    • Experience: Proven track record in virtual executive assistance, office administration, project coordination, document control, or accounts administration.
    • Communication: Excellent written and spoken English skills with high confidence in communicating professionally with international stakeholders.
    • Technical Proficiency: Strong expertise in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint) and experience with project management platforms like Monday.com or MS Project.
    • Attention to Detail: Exceptional precision in handling document versions, dates, numerical data, and structured digital filing.
    • Systems Mindset: Demonstrated ability to map out processes, write clear SOPs, and build organized administrative workflows.
    • Work Environment: Reliable high-speed internet connection, backup power solution, and a dedicated, quiet workspace capable of supporting New Zealand business hours.
  • Nice-to-Have Experience:
    • Background in property development, construction, architectural, engineering, or real estate administrative support.
    • Familiarity with New Zealand business practices, local government/council terminology, or construction processes.
    • Previous experience supporting executive travel bookings, digital content administration, or social media management.
Job Responsibilities
  • Document Control & Project Information Management:
    • Receive, organize, and maintain digital project files and correspondence from Auckland Council, architects, engineers, builders, and suppliers.
    • Maintain logical digital project folder structures, document registers, version control, and clear file naming conventions.
    • Ensure all critical project files are traceable, organized, and quickly accessible across the team.
  • Financial & Invoice Administration:
    • Log, track, and categorize incoming contractor and supplier invoices and quotes.
    • Route financial documents to Directors for approval while maintaining clear records and comparison registers.
    • Update tracking spreadsheets to provide management with visibility on pending approvals, cost schedules, and missing invoices.
  • Calendar, Travel & Task Coordination:
    • Manage Executive calendars, schedule project appointments, and organize business travel, hotels, and restaurant bookings.
    • Update and maintain task management boards on Monday.com to monitor deadlines, responsibilities, and project progress.
    • Perform inbox triage for Director email accounts to ensure timely responses and escalation of critical matters.
  • Systems Building & SOP Creation:
    • Document recurring administrative tasks, build checklists, and draft practical Standard Operating Procedures (SOPs) for future team onboarding.
    • Continuously identify ways to streamline workflows and improve information tracking.
  • Documentation & Brand Support:
    • Edit, format, and proofread professional business proposals, presentations, reports, and project summaries.
    • Post approved updates and content to the company website, blog, social media, and industry channels as required.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE  CITY, TANJAY CITY, OR ILOILO CITY.

Good luck and God Bless!