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Office Administrator and Systems Champion

Job Description

This role is a mix of two functions. You will keep the office running day-to-day, supporting the owner and the team with administration, customer communication, and marketing tasks. You will also capture how the business works and turn it into clear processes, checklists, and training that the team can follow and keep improving.

The role is approximately 40 hours a week, fully remote, and engaged through a provider. You will report to the Business Owner.

Job Title

  • Office Administrator and Systems Champion

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Excellent written and spoken English with exceptional attention to detail.
  • Highly organized with the ability to manage competing priorities.
  • Confident collaborating with others and asking questions.
  • Tech-savvy, quick to learn new software, and comfortable using AI tools.
  • Experience with project management or documentation platforms is welcome but not essential.
  • Shows initiative and works well independently.
Job Responsibilities
  • Systems Champion Responsibilities
    • Learn and apply Adda Constructions’ approach to capturing knowledge and making it available to the team.
    • Map workflows across the customer journey and operations, and draft or update processes, checklists, templates, and quick reference material.
    • Extract knowledge from team members through short interviews, recordings, screenshots, and existing documents.
    • Document and review processes and identify opportunities to improve accuracy, ease of use, and consistency.
    • Link procedures inside day-to-day tools so everything is easy to find at the moment of use.
    • Encourage and guide team members to use the documented way of working, collect feedback, and turn it into updates.
    • Support onboarding by assembling role-based packs of processes, checklists, and first-week tasks.
  • Office Administration Responsibilities
    • Note: duties will vary week by week. The list below outlines typical areas of support and will evolve.
  • Administration
    • Manage the main phone and email inbox and pass on messages.
    • Book meetings, appointments, and site visits for the owner and team.
    • Collate meeting notes and distribute action items.
    • Order stationery and operational supplies.
  • Records and Compliance
    • Keep licenses, insurances, and registrations current and renewed on time.
    • Maintain asset registers, contact lists, and other business records.
    • Prepare paperwork for lodgments, tenders, and submissions, and chase outstanding forms.
  • Customer Support
    • Log and route customer queries to the right person.
    • Keep customers informed with regular updates, confirmations, and reminders.
    • Track complaints, warranty calls, and handover documentation through to completion.
    • Keep each customer’s shared folder current.
  • Marketing Support
    • Create and schedule social media content and manage interactions.
    • Keep the website, business listings, and case studies current.
    • Manage review requests, award submissions, and reputation management.
  • Quality and Improvement
    • Handle information confidentially and follow documented procedures.
    • Identify unclear or error-prone steps and propose improvements, including where AI tools can help.

To Apply, please create your profile at air.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!