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Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates strong administrative and coordination capabilities, with expertise in managing work orders, processing invoices, and maintaining accurate records. Proficient in Microsoft Office and experienced in liaising with contractors and suppliers to ensure project success.
Highest-signal resume keywords
Work Order ManagementInvoice ProcessingFacilities ManagementProject CoordinationMicrosoft Office Proficiency
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Work Order ProcessingInvoice ManagementBudget TrackingDocument ManagementFacilities Coordination
Soft Skills
Attention to DetailStrong CommunicationProactive Follow-UpTime ManagementProblem Solving
Tools & Technologies
Microsoft OutlookMicrosoft ExcelMicrosoft WordFacilities Management SystemsProject Management Tools
Industry Keywords
Facilities ManagementProject ManagementAccounts PayableContractor LiaisonSupplier Management
About the role
Key responsibilities & impact- Receive, review, log and coordinate facilities and maintenance requests across company venues
- Create and issue work orders to approved contractors and suppliers
- Obtain approvals before instructing works in accordance with delegation and facilities procedures
- Monitor open work orders and follow up contractors to meet agreed timeframes
- Maintain accurate work order status updates and facilities records
- Liaise with Venue Managers, Franchise Partners, contractors and suppliers regarding access, scheduling and completion
- Obtain completion evidence, including photographs and service reports
- Escalate overdue, high-risk or recurring maintenance issues
- Assist with preventative and scheduled maintenance programs
- Review contractor and supplier invoices against work orders and quotations
- Resolve discrepancies between quotations, purchase/work orders and invoices
- Code and prepare invoices for Finance approval and processing
- Track facilities and project expenditure, budgets, reconciliations and audit trails
- Establish and maintain construction and project files, document registers, trackers and schedules
- Coordinate project meetings, agendas, minutes and action lists
- Support quotations, tenders, supplier submissions, project variations, site access and scheduling
- Maintain handover, defects, warranties, manuals, certificates and completion documentation
- Maintain contractor and supplier records, onboarding documentation, licences, insurances and compliance records
- Coordinate quotations and pricing requests and monitor contractor performance
- Provide administrative support for venues, Franchise Partners, facilities enquiries and Development Team reporting
- Maintain facilities, project management and work order systems
- Prepare reports on work orders, invoices, project actions and contractor performance
- Support continuous improvement and provide general administrative support to the Facilities & Project Manager and Development Team
Requirements
What you’ll need- Philippines-based candidate
- 2+ years of administration and coordination experience
- Ability to manage a high volume of tasks and competing priorities
- Strong attention to detail and accuracy
- Experience processing invoices, purchase orders and/or work orders
- Strong written and verbal communication skills
- Confidence communicating with contractors, suppliers and internal stakeholders
- Strong Microsoft Office skills, particularly Outlook, Excel and Word
- Ability to maintain accurate records and follow established approval processes
- Ability to work independently while knowing when issues require escalation
- Strong follow-up skills and a proactive approach to closing out outstanding actions
- Previous experience with work order, facilities management, project management or accounts payable systems is advantageous
- Must disclose any existing ongoing roles or client work
- Must reflect this engagement on LinkedIn as “Independent Contractor”
Benefits
Comp & perks- 100% remote work from home
- Flexible time management as an independent contractor
- Alignment with AU business hours for collaboration