Job Description

​​Looking for Filipino (Philippines-based) candidates

Job Role: Administration Assistant

Compensation range: $1,500 - $1,800 AUD/month

Engagement type: Independent Contractor

Work Schedule: This role is expected to align with the AU business hours (approx. 9.00 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 directly hire top 5% remote talent in the Philippines. You will be hired directly by the client, typically 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 an experienced Australian-based town planning and development consultant with over 20 years of industry expertise. They specialize in providing strategic planning advice and managing development applications across a range of property projects.

Operating as a growing independent consultancy, the business has built a strong reputation for delivering high-quality, client-focused outcomes. Due to increasing demand and a high volume of enquiries, the client is now looking to bring in a skilled Administration Assistant to help streamline operations, improve responsiveness, and support continued business growth.

About the Role

We are looking for a highly organized, proactive, and experienced Administration Assistant to support a busy consulting practice. This role is critical in managing inbound enquiries, handling day-to-day administrative tasks, and ensuring no opportunities are missed due to capacity constraints.

The ideal candidate is confident in client communication, highly professional, and capable of taking ownership of inbox and enquiry management. You should be comfortable working independently, thinking critically, and managing competing priorities in a fast-paced environment.

Key Responsibilities:

Inbox & Enquiry Management

• Manage and organize a high-volume inbox
• Respond to or triage inbound email enquiries professionally and promptly
• Ensure timely follow-ups and prevent missed opportunities

Phone & Client Communication

• Field inbound phone calls with confidence and professionalism
• Handle client enquiries and provide accurate information or direct them accordingly
• Maintain a high standard of customer service at all times

Quoting & Proposals

• Prepare and send fee proposals and quotations
• Ensure accuracy, clarity, and timely delivery of all client-facing documents

Scheduling & Coordination

• Book and coordinate appointments, meetings, and consultations
• Manage calendars and ensure efficient scheduling

Client & Project Support

• Conduct basic client follow-ups
• Chase required information from consultants, contractors, or clients
• Assist in coordinating ongoing projects and tracking progress

Systems & Process Support

• Use project management tools (Accelo, is the primary software. Training provided)
• Help improve workflows and administrative processes
• Maintain organized records and documentation

General Administrative Support

• Provide ad hoc administrative support as the business continues to grow
• Identify opportunities to improve efficiency and support business scalability

A typical day:

You will manage the company email inbox. Clients will make enquiries seeking advice or quotes. You will enter these into our software and respond to new enquiries. Phone messages will come in from our answering service, and you will need to log these as new quotes and may need to telephone customers to organise meetings or request further information. Emails will come from local government authorities and will need to be actioned. This will include emailing clients and updating our project software.

You will prepare quotes using existing templates, and these will be checked by our Director.

You may need to follow up with consultants or clients seeking updates and documents.

You may undertake a range of searches using online software and save these to our project files.

A typical week:

In a typical week, many of the activities will be the same. However, as a minimum, the following would occur.

• Manage the company inbox.
• Email clients and consult consultants.
• Update project management software and tasks.
• Prepare quotes and other documents using existing templates.
• Telephone clients to book meeting times or seek further information.
• Send invoices.
• Undertake property searches using online software.
• Help manage the workflow and our project priorities to ensure we provide a high-quality service to our clients and maintain high levels of communication.

Training and Support:

Training will be provided for all tasks via short videos to demonstrate the process, via video meetings, or by phone as needed. Our business is all about creating opportunities to learn new skills. We understand that learning new processes can take time and that things may be slow at the beginning. Our goal is to increase your skills and knowledge of our business so you can work with high efficiency and independence.

Requirements

Required Skills and Qualifications:

• Proven experience in an Administration Assistant or similar role (mid to senior level)
• Excellent written and verbal English communication skills
• Strong professionalism and client-facing communication ability
• Confident handling phone calls and client interactions
• Experience managing inboxes, enquiries, and administrative workflows
• Strong organizational skills with high attention to detail
• Ability to think critically, prioritize tasks, and work independently
• Experience with project management or task management tools (e.g., Accelo, Asana, Monday.com or similar)
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Experience with invoicing and Xero software will be favourable.

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”)