United States onlyLocation:
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 Purpose
The 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
Key Outcomes
- 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:
Behavioural Expectations
Details
- 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
