Operation Support (Onsite)
Job description
• Work Set-up Full Onsite(Makati)
• Working Schedule Monday to Friday
• Shift Schedule 6:00 am to 3:00 pm (PHT)
• Client Australian
Role Purpose
This role exists to support and strengthen the operational backbone of the business by ensuring accuracy, efficiency, and accountability across all administrative, estimating, quoting, and job management functions. The position plays a critical role in enabling the Operations Manager and Managing Director to maintain control of job performance, cash flow, and workflow without being involved in day-to-day administration.
Key Outcomes
• All jobs are accurately costed, tracked, and up to date within the job management system
• Quote scope reviews completed within 24–48 hours of enquiry
• Formal quotes issued within 7 days, subject to supplier pricing and project complexity
• Timesheets, payroll, and job costings are fully reconciled weekly with 100% accuracy
• All operational and administrative tasks are current, with zero backlog
• Business processes are documented, maintained, and followed
• WHS documentation is current and compliant at all times
• Clear, accurate, and timely reporting is delivered daily and weekly
Key Responsibilities
1. Operations & Systems Support
• Maintain accuracy and integrity of all data within the job management system
• Support the continuous improvement and documentation of business processes
• Ensure all workflows are followed and kept up to date
2. Estimating, Job Costing & Financial Accuracy
• Assist with quantity take-offs and estimating for project quoting
• Reconcile job costs, purchase orders, and supplier invoices
• Ensure alignment between timesheets, payroll, and job cost allocation
• Identify discrepancies and escalate issues promptly
3. Quoting & Pipeline Support
• Conduct initial scope reviews within 24–48 hours of enquiry
• Prepare and issue quotes within required timeframes
• Track all quotes and maintain visibility of pipeline status
• Follow up outstanding supplier pricing to prevent delays
4. Workforce & Operational Coordination
• Liaise with field staff to ensure job information, scheduling, and documentation are accurate
• Support the Operations Manager with coordination of daily activities
5. Compliance & WHS
• Maintain all WHS documentation within SiteDocs
• Ensure compliance requirements are current and complete
• Identify and escalate any compliance gaps immediately
6. Customer & Administrative Support
• Respond to customer enquiries in a timely and professional manner
• Manage communications, scheduling, and administrative coordination
Reporting Requirements
Daily Agenda Report
(To be submitted at end of each day for review the following morning with Operations Manager)
Must include:
• Outstanding quotes (with due dates and current status)
• Pipeline status (new enquiries and follow-ups required)
• Supplier pricing status (requested / received / outstanding)
• Delays or blockers
• Clear actions required, including responsibility and deadlines
Weekly Operations Report
Must include:
• Job profitability summary (estimated vs actual)
• Outstanding quotes and pipeline status
• Cash flow position (WIP vs invoiced vs received)
• Key operational issues, risks, and bottlenecks
• Recommended actions and decisions required
Key Performance Indicators (KPIs)
• Quote scope review: completed within 24–48 hours
• Quote turnaround: issued within 7 days
• Estimating accuracy aligned with project outcomes
• Timesheet and payroll reconciliation: 100% weekly accuracy
• Administrative backlog: zero
• Data accuracy across systems: 100%
• Daily and weekly reporting: complete and on time
Key Competencies
• Strong attention to detail and accuracy
• High level of accountability and ownership
• Ability to identify problems and take corrective action
• Strong organisational and time management skills
• Clear and professional communication
• Ability to work independently and follow structured processes
Experience & Requirements
• Experience in administration, operations support, estimating, or a similar role
• Strong capability in estimating and understanding of project costing
• Ability to learn and operate job management and accounting systems
• Experience in construction or landscaping industry is essential
• Strong systems and process mindset
Authority & Expectations
• Responsible for maintaining accuracy and completeness of all operational data
• Expected to proactively identify issues and escalate where required
• Required to follow up internal staff and suppliers to ensure deadlines are met
• Operates with a high level of ownership and minimal supervision
Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.
