Looking for Philippines-based candidates

Job Role: Development & Facilities Coordinator

Compensation range: $1,200 AUD - $1,500 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: Our client is a growing Australian hospitality and restaurant group with a network of venues operating across multiple locations, supported by a central corporate team.

The business has built its reputation around delivering a distinctive dining experience, combining quality food, strong service, and a lively venue environment. With a large and diverse workforce across corporate and franchised locations, the business places a strong emphasis on people, operational standards, compliance, and creating a positive employee experience.

Role Overview: The Development & Facilities Administrator provides high-quality administrative and coordination support to the Development Team, with a primary focus on construction projects, refurbishments, facilities management and minor works across the company’s venue network.

Reporting to the Facilities & Project Manager, the role is responsible for coordinating work orders, contractor documentation, invoices, project administration, facilities records and day-to-day communication with venues, Franchise Partners, suppliers and contractors.

The role plays an important part in ensuring maintenance requests and project activities are accurately recorded, appropriately approved, progressed within required timeframes and financially reconciled.

This is a hands-on coordination role suited to someone who is highly organised, commercially aware and comfortable managing multiple priorities in a fast-paced, multi-site environment.

Key Responsibilities: 

Facilities & Work Order Management

• Receive, review, log and coordinate facilities and maintenance requests across company’s venues.
• Create and issue work orders to approved contractors and suppliers.
• Ensure appropriate approvals are obtained prior to works being instructed in accordance with the Delegation of Authority and facilities procedures.
• Monitor open work orders and proactively follow up contractors to ensure works are completed within agreed timeframes.
• Maintain accurate status updates for all active work orders.
• Liaise with Venue Managers, Franchise Partners and contractors regarding access, scheduling and completion of work.
• Obtain completion evidence, including photographs, service reports and other supporting documentation where required.
• Escalate overdue, high-risk or recurring maintenance issues to the Facilities & Project Manager.
• Assist with the coordination of preventative and scheduled maintenance programs.
• Support the management and administration of the approved contractor and supplier network.
• Assist in identifying recurring maintenance issues and opportunities to improve venue reliability and reduce facilities costs.

Invoice & Financial Administration

• Receive and review contractor and supplier invoices against approved work orders and quotations.
• Confirm that invoiced work has been completed and appropriate supporting documentation has been provided.
• Identify discrepancies between approved quotations, purchase/work orders and invoices and resolve these with suppliers.
• Code and prepare invoices for approval and processing by the Finance Team.
• Maintain accurate records of project and facilities expenditure.
• Assist the Facilities & Project Manager with tracking actual expenditure against approved budgets.
• Follow up outstanding invoices, credits and supplier queries.
• Assist with monthly reconciliation and reporting of facilities, maintenance and project expenditure.
• Maintain clear audit trails between requests, approvals, work orders, completion documentation and invoices.

Construction & Project Administration

Provide administrative support for new venue construction, refurbishments, relocations, closures, minor works and other Development projects, including: 

• Establishing and maintaining project files and document registers.
• Maintaining project trackers, action registers and milestone schedules.
• Coordinating project meetings and preparing agendas, minutes and action lists where required.
• Following up outstanding project actions with internal and external stakeholders.
• Assisting with the administration of construction quotations, tenders and supplier submissions.
• Maintaining records of approved project variations and associated costs.
• Coordinating contractor and supplier documentation.
• Assisting with site access and project scheduling.
• Maintaining handover and defects registers.
• Following up outstanding defects and close-out items.
• Collating warranties, manuals, certificates and project completion documentation.
• Assisting with practical completion and project close-out administration.
• Supporting the Facilities & Project Manager with project reporting and cost tracking.

Contractor & Supplier Administration

• Maintain accurate contractor and supplier records.
• Assist with onboarding new contractors and suppliers.
• Maintain current copies of required contractor documentation, including licences, insurances and compliance documentation.
• Coordinate quotations and pricing requests.
• Monitor contractor response times and completion performance.
• Maintain approved supplier and contractor registers.
• Assist with contractor performance reviews and reporting.
• Support procurement and tender processes undertaken by the Development Team.

Venue & Franchise Partner Support

• Act as a central administrative contact for facilities and maintenance enquiries.
• Provide timely updates to Venue Managers and Franchise Partners regarding outstanding work.
• Coordinate access and scheduling between venues and contractors.
• Ensure stakeholders understand the status and next steps associated with maintenance requests.
• Maintain professional and constructive relationships with Franchise Partners, Venue Managers, contractors and suppliers.
• Escalate operationally significant issues to the Facilities & Project Manager where appropriate.

Systems, Reporting & Administration

• Maintain accurate information within facilities, project management and work order systems.
• Maintain Development Team project and facilities trackers.
• Prepare regular reporting on open work orders, ageing items, outstanding invoices, project actions and contractor performance.
• Maintain electronic project and facilities record in accordance with document management requirements.
• Assist with the preparation of Development Team reports and presentations.
• Support continuous improvement of facilities administration, work order management and project administration processes.
• Provide general administrative support to the Facilities & Project Manager and broader Development Team as required.

Requirements

Required Skills and Qualifications:

• 2+ years of administration and coordination experience.
• Demonstrated 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 working with work order, facilities management, project management or accounts payable systems would also be advantageous.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)