3–4 finalists in about 2 weeks
- Finalist APractical task94
- Finalist BPractical task91
- Finalist CPractical task88
✓ Structured interview✓ References
BuildxactSimproServiceM8Tradify
Example pack. Scores out of 100.
A project administrator for your builds and jobs
For Australian builders and trade businesses: a Philippines-based project administrator, a construction virtual assistant who keeps schedules, purchase orders, variations, compliance documents and progress claims in order, hired and paid directly by you.
- Recruitment fee
- $5,000 once, excl. GST
- Monthly markup
- $0
- Shortlist
- 3–4 in about 2 weeks
- Replacement cover
- 6 months
What they take off your plate
- Set up new jobs and keep schedules current in your job management software
- Raise purchase orders and track deliveries with suppliers
- Coordinate subcontractor bookings and confirm site dates
- Log variations and prepare variation documents for your approval
- Prepare progress claims and invoices from your schedule
- Collect and file insurances, licences, SWMS and compliance documents
- Update clients on progress and chase outstanding selections and approvals
- Keep job files, photos and handover documents organised
Typical salary: $1,600 per month, paid by you directly.Source: Tarino’s typical salary for the role, October 2026.
Software we screen for
- Buildxact
- Simpro
- ServiceM8
- Tradify
- Procore
- Xero
- Microsoft 365
What a construction project administrator does, from start to handover
On most building and trade jobs the admin lands on the owner or supervisor after hours. A project administrator takes it over across the life of each job:
- Job set-up: create the job, schedule and client details in your software.
- Ordering and bookings: raise purchase orders, track deliveries and confirm subcontractor dates.
- Changes and claims: log variations for your approval and prepare progress claims and invoices.
- Compliance and handover: collect insurances, licences and SWMS, and assemble handover documents.
If quoting is the bottleneck rather than job admin, start with an estimator. Our page for builders and trades covers how businesses usually split the two.
What stays with you on site
- Site supervision, quality and safety decisions
- Approving variations, pricing and client agreements
- Supplier and subcontractor negotiations
Your project administrator keeps the job organised. You run the site.
How we test project administrators
Each search typically starts with 1,000+ candidates from job advertising, direct headhunting and referrals through vetted local networks in the Philippines. Of that starting pool, about 40% pass CV and quality screening, 20% the video screen, 10% the practical assessment and 5% the structured interview. Around 2% reach finalist review, and you receive a shortlist of 3–4, usually within about 2 weeks.
The practical assessment could include building a job schedule from a sample scope and drafting a variation and progress claim. In interviews, look for organisation, clear written updates and attention to dates.
What an agency charges for the same administrator
With a managed agency, you pay a fee every month on top of your administrator’s salary. Staff Domain, for example, publishes $1,099 per person per month, plus $1,200 per hire (checked October 2026). With Tarino you pay a one-time fee and your administrator keeps their full salary. See how our pricing works.
Setting up the first month
Share a live job as a worked example, your templates for orders, variations and claims, and a contact list for regular suppliers and subbies. Review everything they send for the first few weeks, then move to spot checks. Read how the hiring process works.
How we screen for this role
- 01
Candidate pool
Applicants, headhunted candidates and referrals from vetted local networks build a pool of 1,000+ per role.
100%1,000+ people - 02
CV + quality screening
Experience, stability, written communication, responsiveness and attention to detail.
40%about 400 of 1,000 - 03
Video screening
Communication ability, professionalism and personality.
20%about 200 of 1,000 - 04
Practical assessment
Role-specific tasks test real capability and quality of work.
10%about 100 of 1,000 - 05
Structured interview
Judgement, ownership, communication, problem-solving and independent operation.
5%about 50 of 1,000 - 06
Finalist review
The strongest candidates are reviewed across every assessment stage.
2%about 20 of 1,000 Your shortlist
3–4 finalists with scorecards, practical-task results and independent reference checks, in about two weeks.
3–4people you meet
What a project administrator really costs, three ways.
Pick a role. We compare the full cost of the same role three ways: a local hire in Australia, an offshore hire through a managed agency, and an offshore hire made directly with Tarino.
Total cost over 2 years, excl. GST
$220,000 typical salary + 12% super
$38,400 salary + $27,576 agency fees
$38,400 salary + $5,000 one-time fee
$22,57634%
vs a local hire, you keep $203,000
Sources and method
Agency: Staff Domain's published rate, $1,099/month + $1,200 per hire, split across the month 3 and 4 invoices, checked October 2026. Salaries: Tarino’s typical offshore and Australian salary for each role, plus 12% super on the Australian figure. Excl. GST.
Project administrator: common questions
What does a construction project administrator do?
A construction project administrator keeps the paperwork side of each job moving: schedules, purchase orders, subcontractor bookings, variations, progress claims and compliance documents. Your supervisors and project managers keep site decisions, quality and client sign-off.
Is a construction virtual assistant different from an estimator?
Yes. An estimator measures plans and prices quotes before a job is won. A project administrator runs the admin once the job is live. Many builders hire an estimator first if quoting is the bottleneck, then a project administrator as jobs grow.
Who hires the project administrator?
You do. You hire and pay your project administrator directly, so they receive their full salary. Tarino charges a one-time recruitment fee per hire, with no monthly markup, and placements come with 6-month replacement cover for the same role under the conditions in our terms.
Let’s find your next superstar.
Book a 30-minute call. No pitch, no pressure, just a straight conversation about your business and whether Tarino is the right fit.
Book a free call