Brooklynn is hiring an Administrator / Project Integrator to coordinate the full tendering process for our construction projects. This role is central to keeping our construction division structured, efficient, and on schedule.
What You'll Do
- Receive new project plans and documentation directly from the CEO.
- Create organised project folders for plans, trades, tender, contracts, and cost.
- Prepare and distribute tender packages to 10–40 subcontractors per project.
- Track plan downloads, quote deadlines, and outstanding responses.
- Maintain a tender register showing who received plans, due dates, and follow-up status.
- Follow up regularly and persistently until all quotes are received.
- Prepare detailed comparison spreadsheets on pricing, inclusions, exclusions, and availability.
- Identify missing information or discrepancies and request clarification.
- Support subcontractor selection by the CEO and construction team.
- Ensure all trade packages are complete and ready for contract award.
- Prepare and issue formal subcontractor contracts.
- Maintain a master contract register for all trades per project.
- Ensure all signed contracts are correctly stored and version controlled.
- Notify the internal construction team when contracts are executed.
- Provide weekly visibility on tender progress, outstanding quotes, and deadlines.
- Maintain communication with trades and the Brooklynn construction team.
- Proactively identify delays or missing information and follow up immediately.
- Report directly to the CEO on tender status, contract progression, and any risks.
What We're Looking For
- Strong organisational and coordination skills.
- Experience dealing with subcontractors, suppliers, or multiple stakeholders.
- Strong spreadsheet skills and experience in comparison matrices.
- Ability to manage documentation, folders, and version control.
- Construction or project administration experience is a MUST.
- Highly reliable and accountable.
- Strong follow-up ability comfortable chasing trades consistently.
- Able to manage 20–40 simultaneous tender responses without errors.
- Excellent communication and attention to detail.
- Able to work independently and take ownership of processes.
- Organised and process driven.
- Calm under pressure with strong prioritisation.
- Loyal with a long-term commitment.
- Confident communicating with trades and professionals.
Team & Environment
You will work directly with the CEO and Brooklynn construction team only, reporting directly to the CEO.
Benefits & Compensation
- Compensation: $1,700-$2,500 AUD per month.
Work Mode
This is a global position open to candidates located in the Philippines.
