Project Administration & Scheduling Assistant

About the role

Ruby Homes Pvt Ltd is seeking a proactive, organised, and detail‑oriented Project Administration & Scheduling Assistant to support its remote construction projects for Ruby Homes Australia. This full‑time position focuses on providing administrative support, managing project schedules and coordinating activities among clients, suppliers and internal teams.

Key responsibilities

• Prepare and maintain business documents, reports, correspondence and project documentation.
• Maintain accurate digital records, files and project information, including data entry and reporting.
• Assist in preparing, updating and monitoring project schedules, timelines, milestones and key deadlines.
• Schedule meetings, site activities, inspections and coordinate calendars between clients, suppliers, consultants, contractors and internal teams.
• Monitor scheduled activities, follow up on outstanding tasks and flag potential conflicts or delays for escalation.
• Manage incoming and outgoing emails, ensuring clear and professional communication with all stakeholders.
• Coordinate routine requests, follow‑ups and tasks to meet required timeframes.
• Support the project team in keeping schedules, documentation and project information accurate and up‑to‑date.
• Maintain confidentiality and handle sensitive business and client information professionally.

Required profile

• Minimum 1 year of experience in administrative, project administration, scheduling or office support roles.
• Excellent written and verbal communication skills in English.
• Strong client liaison and interpersonal communication abilities.
• Excellent organisational and time‑management skills with high attention to detail.
• Ability to manage multiple tasks, priorities and deadlines effectively.
• Proactive problem‑solving attitude and ability to work independently as well as collaboratively within a remote team.
• Professional handling of confidential and sensitive information.

Required skills

• Microsoft Project
• Microsoft Office (Word, Excel, Outlook)