Administrative Assistant (WFH - AU Client)

Building inspection is a high-volume, deadline-driven industry where the back office makes or breaks the operation. This Admin Assistant role puts you at the center of that operation — managing job records, coordinating with field inspectors, and ensuring every client interaction is handled with precision and professionalism.

THE ROLE

This is a dedicated administrative role supporting a Victorian building inspection business, where you will own the job management workflow from initial booking through to completed documentation. You will be the operational link between clients, the office, and inspectors working in the field, keeping every moving part accurate, current, and accounted for. The pace is real, the responsibility is genuine, and the impact of your work is visible every single day.

WHAT YOU WILL DO

▸Create, update, and manage building inspection jobs in Hyperflow, maintaining accurate records across the full inspection lifecycle.

▸Review inspection documentation for completeness, identify what is required for each inspection type, and proactively follow up with clients when documents are missing or outstanding.

▸Answer inbound phone and email enquiries from clients and trades professionally, representing the business with genuine customer service standards.

▸Coordinate with the inspection team via WhatsApp to relay job updates, pass on client information, and support inspectors while they are working in the field.

▸Monitor job records to ensure nothing is overdue, escalating issues to the right team members before they become problems.

▸Support general administrative tasks as directed by the office manager, contributing to smooth day-to-day operations across the business.

WHAT YOU BRING

✔Proficiency in picking up new systems quickly, including a genuine willingness to learn Hyperflow from scratch and WhatsApp for team communication — prior Hyperflow experience is not required, but fast, confident system adoption is essential.

✔Three to five years of solid administrative experience, with a demonstrated ability to manage job records, process documentation, and handle client communication without being micromanaged.

✔Strong written and verbal English, including the ability to write professional emails and handle phone enquiries with confidence and courtesy.

✔Proven customer service experience, including managing client expectations, following up on outstanding items, and representing a business professionally under pressure.

✔High attention to detail in document review and data entry, with a track record of accuracy in a fast-moving administrative environment.

✔Consistent, reliable availability Monday to Friday during Victorian business hours, initially 9am to 5pm AEST/AEDT, transitioning to 8am to 5pm once settled into the role.

WORK ARRANGEMENT

This is a full work-from-home role. You will work from your own home office.

WHY STAFF X

Staff X is a certified Great Place to Work employer in the Philippines for multiple consecutive years. Benefits include:

✦HMO health insurance

✦Dental plan

✦Company-provided laptop or desktop computer

✦Free training and professional development policy

✦Regular social events and team activities

✦Employee wellness program

✦Exposure to clients in Australia, the US, and the UK

Staff X offers long-term, stable employment with genuine career growth.

COMPENSATION

Competitive salary commensurate with experience, plus the full Staff X benefits package.

COMMITMENT

This is a full-time, dedicated role. The client and Staff X invest heavily in onboarding, training, and integrating this person into a long-term team. We are looking for someone who is ready to commit fully, not someone exploring a side arrangement, managing multiple clients, or running parallel freelance work. If you are currently freelancing and not ready to step into a single dedicated role, this is not the right opportunity for you. If you have a full-time job and are looking for a second income, please do not apply. The right person for this role genuinely wants a stable, long-term career with a single employer who invests in their growth. This is a permanent position. We hire people we intend to keep for years, not months.

APPLY NOW

Send your resume to apply@mystaffx.com to be considered for this role. Include "Admin Assistant" in the subject line of your email and ensure your resume reflects your experience managing job records, client communication, and documentation review.