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TYPE OF WORK
Full Time
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SALARY
Negotiable around US$5 per hour
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HOURS PER WEEK
TBD
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DATE UPDATED
Jan 12, 2026
Job Description – Project Administrator (20 Hours/Week with potential to rapidly extend to Full Time)
Reports to: National Operations Manager
Location; Philippines Based
Company: Finesse Painting & Decorating Ltd
Role Purpose
As Project Administrator , you’ll support the Christchurch Finesse Painting team by keeping jobs for one of our major clients, OCHT (a community housing provider), running smoothly from setup to completion. Accuracy and attention to detail are essential, as data entry is a core part of this role. The role has potential to extend on to other admin related tasks in the business. The successful applicant will need excellent written and spoken English. We currently have one other Philippines based Virtual Assistant working with us.
Key Responsibilities
1. Job Setup & Data Entry
• Open incoming OCHT job requests and create jobs in Fergus and CX.
• Enter site details using correct unit/address formatting.
• Add tenant contact information accurately.
• Apply correct job naming conventions for Vacant and Reactive works.
• Enter start dates, due dates, customer order numbers, and job references.
• Populate job descriptions using approved Finesse templates.
2. Quoting Support (Vacants Only)
• Build quotes using OCHT Schedule of Rates (SOR).
• Bundle items, adjust quantities, and prepare quote drafts for internal approval.
• Mark quotes as “Sent” and “Accepted” in Fergus once approved.
3. Scheduling & Coordination
• Add jobs to OCHT Vacants and Reactive spreadsheets.
• Estimate technician hours and book jobs into the Fergus calendar.
• Contact OCHT tenants and record call attempts in their job management system (CX) and our job management system (Fergus).
• Mark jobs as booked and update tracking spreadsheets accordingly.
4. Job Progress Support
• Monitor and upload photos, variations, and technician notes uploaded into CX.
• Assist with creating variation quotes and adding SOR tasks in CX.
• Maintain communication with the National Operations Manager and Christchurch team regarding progress and deadlines.
5. Job Completion & Invoicing Preparation
• Ensure all tasks in CX are marked complete and update final statuses.
• Prepare draft invoices in Fergus (quoted value + approved variations).
• Double-check attachments and technician photos for accuracy.
6. Quality Assurance Administration
• Ensure correct documentation is captured for QA checks.
• Track snag lists, completion evidence, and any remediation visits.
Key Skills & Attributes
• Strong attention to detail—accuracy is essential.
• Fast and confident data entry.
• Ability to follow structured SOPs.
• Good communication skills for liaising with tenants and technicians.
• Highly organised and comfortable managing multiple jobs at once.
• Proficient with digital tools (Outlook, Fergus, CX, SharePoint, spreadsheets).
• Calm under pressure and deadline-driven.
• Strong spoken and written English.
Experience
Preferred but not required—training provided:
• Previous admin or coordinator experience.
• Experience in trades, construction, or scheduling roles.
• Familiarity with job management systems such as Fergus and CX.
Hours & Conditions
• 20 hours per week
• Flexible working pattern.
• Based at the Christchurch office.
• All system training provided.
Success in This Role Looks Like
• Jobs are set up correctly the first time.
• Schedules and spreadsheets are always up to date.
• Technicians receive clear job information with no missing details.
• OCHT receives accurate invoicing and consistent communication.
• The National Operations Manager and Christchurch Regional Director are supported with reliable administrative oversight.
If you feel you are a great fit for this role, please send your CV to
