Admin Assistant (Customer & Operations Support) | Trade Industry | Onsite

Job Description
Set-up and Location: Hybrid/Onsite | Ortigas, Alabang, Pampanga, or Cebu
Work Schedule: 9:00AM to 6:00PM (QLD) | 7:00AM to 4:00PM (PH)
Employment Type: Full-time

Ready to do work that actually excites you?

Position Purpose

To provide efficient administrative and clerical support, ensuring smooth daily operations and effective client communication management.

• Provide administrative and clerical support to ensure efficient operational & client communications.
  
• Maintain and update records, files, and databases with accuracy and confidentiality.
  
• Assist in booking & processing accommodation & logistics.
  
• Support internal teams with data entry and accounts receivable & payable processes.
  
• Communicate with clients/suppliers and internal team for efficient completion of jobs & follow-up
  
• Ensure compliance with company policies and procedures in all administrative tasks.
  
• Contribute to process improvements to enhance efficiency and productivity.
  

Organisational Relationships

Position Liaises with:

• External Contacts:
  
• Clients
  
• Suppliers
  
• Sub-contractors
  
• Internal Contacts:
  
• Team members
  

Position Collaborates with: Office Manager, Accounts, Operations, Parts, Sales & Technicians


What You'll Do:
You'll be the kind of person who:

Office Administration & Support

• Manage and maintain office records, files, and databases with accuracy and confidentiality.
  
• Handle incoming and outgoing emails, directing inquiries as needed.
  
• Assist in booking accommodation & logistics.
  
• Prepare documents, reports, and presentations as required.
  
• Assist in the coordination of vehicle fleet maintenance.
  
• Maintenance and invoicing of Monthly Client Prepayment Agreements
  
• Maintain sub-contract insurance and compliance database
  
• Maintain Asset Databases for Major client groups
  
• Follow-up Debtors in accordance with guidelines
  
• Attend Operational & Sales Meetings transcribe Notes and record key actions and update task tracker and follow-up on action items post-meeting
  

Clerical & Data Management

• Perform data entry, document formatting, and record-keeping tasks.
  
• Process daily technician timesheets in a timely manner
  
• Perform daily check on job completion status and coordinate next steps
  
• Update Asset servicing data in an accurate and timely manner.
  
• Process accommodation invoices
  
• Create Maintenance Contracts for forward servicing works.
  
• Complete Job Finalisation tasks including Fitout photos digital filing.
  
• Update Client database and supplier database
  
• Assist with Safety documentation for client
  
• Maintain up-to-date and organized digital filing systems.
  

Communication & Coordination

• Update job status for client communication after attendance at site
  
• Client communication for job status updates and requesting Purchase Order Numbers from clients
  
• Perform Quote follow-up process in accordance with guidelines
  
• Follow-up outstanding purchase orders to obtain ETA and advise client and internal team on timelines
  
• Collect client feedback, testimonials and google reviews
  
• Draft internal communications, notices, and memos as directed.
  
• Report weekly to your manager
  
• Provide support to management and clients by addressing ad-hoc requests as needed
  

Process Improvement & System Management

• Identify and implement improvements to accounting processes for efficiency and accuracy.
  
• Assist in developing administrative procedures and reviewing policies as required.
  
• Complete activities in line with documented business processes and procedures and ensure that workflows are followed and up to date.
  
• Identify and implement changes to processes and systems with the goal of increasing productivity and reducing friction points.
  
• Maintain diary and ensure all appointments, emails, and telephone calls are professionally attended to in a timely manner.
  
• Ensure that maintenance of the client database and client records is consistently up to date and accurate
  
• Achieve KPI Standards
  

Safety, Compliance

• Assist all Team Members to comply with the company's OH & S procedures.
  
• Identify and report Safety Compliance issues in a timely manner as they arise.
  

Team & Organisational Responsibilities

• Be actively involved in team meetings and record the details relevant to your department in diaries.
  
• Maintain diary and ensure all appointments, emails, and telephone calls are professionally attended to in a timely manner
  
• Carry out tasks efficiently while maintaining control, being organised, and precise to meet deadlines effectively.
  
• Be flexible to the fast-changing nature of our business.
  

Requirements

What You Bring:
We're looking for someone who:

• Adherence to company's Culture Statement at all times. Serious breaches of these Rules will be reason for instant dismissal
  
• The phone will be answered in accordance with the the company's phone procedure
  
• You will be required to complete all tasks and goals set and it is your responsibility to ask for help if these are not being reached
  
• Provide input into continuous improvement processes in the operational area
  
• Be communicative and open to receive and provide help from the Team
  
• Be open to learn how to improve skills
  
• Attendance at Training Seminars and Team Meetings
  
• At all times, you will be open and honest with Management and Team Members
  
• Strong verbal and written communication skills to liaise with Clients, Suppliers and Team Members
  
• Excellent computer skills and good working knowledge of the Microsoft Office suite of products
  
• Proven attention to detail and ability to follow instructions and take direction
  
• Ability to work autonomously
  
• Maintain professional attitude and conduct at all times
  
• Professional appearance and provide excellent customer service
  
• Self-driven with the demonstrated ability to take ownership of tasks
  
• Takes pride in producing work to the highest possible standards and has a commitment to performance excellence
  
• Excellent analytical, organisational, time managing and prioritising skills
  

Knowledge you will need to acquire:

• Learn the basics behind workshop solutions the company offers to our clients
  
• Basic understanding of operational and parts procedures and processes
  
• Building professional relationships with clients and suppliers
  

Personal Attributes:

• Proven ability to problem solve
  
• Exceptional inter-personal skills
  
• Proven team player
  
• A willingness to learn new things
  
• Strong customer service skills
  

What you can expect from the company

• The knowledge that you will be assisted in every way to help you fulfil your role as Administration Assistant
  
• Open communication
  
• The resources required to improve your ability to carry out your work
  
• A united front and back-up when required
  
• The belief that none of us are infallible and that when a mistake is made, that it is part of business, and if we learn from the experience and move on, we will always become stronger from overcoming the obstacle
  
• That in all things you will be dealt with fairly
  
• The assistance to help you grow and improve your knowledge in the role that you play in the team
  

Benefits

Why You’ll Love Working Here

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
  
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
  
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!
  

Let’s Talk

If you’re thinking “this sounds like me”—it probably is. Click apply. We can’t wait to meet you.


Requirements
Requirements/Skills Needed: Excellent verbal and written communication skills. The ability to operate efficiently and deliver excellent service when under pressure. Time management, organizational skills & ability to manage competing priorities. Relationship development skills to support diverse clients in achieving their goals and objectives. Intermediate to Advanced Microsoft Office experience (Excel, Word, Outlook, and CMS).