Admin Assistant

Job Title (Job Code)

Dayshift | Fulltime | Makati (Hybrid Setup) | Iloilo Onsite

About the Role

We are seeking an Admin Assistant to provide remote administrative, scheduling, and customer service support. This role will help streamline operations, improve communication, and ensure smooth day-to-day functioning of maintenance and service work for our partner in the plumbing industry.

Why Cooee

Because we believe in the power of human connection. Because we are committed to flourishing human potential. Because we dream of a world where each one of us walks along the path to who we are and the best that we can be. This is Why we do What we do To be a part of transformation one person, one community, one business at a time.

We are One Team committed to investing in relationships fueled by trust and anchored on the One Shared Vision to transform through connection. We believe this is where the strength of Cooee and our partnerships lie in having clarity and conviction in purpose.

What youll be working on :

Job Management Support

Enter job requests into the Job Management System (e.g., Tradify)

Monitor job statuses (In Progress, Rebook, Parts Required)

Follow up with technicians for missing notes, timesheets, or photos

Schedule reactive and programmed maintenance jobs

Coordinate with plumbers and clients to confirm access and schedules

Update and maintain job calendars

Customer Service & Communications

Answer inbound phone calls

Respond promptly to emails and web enquiries

Send booking confirmations and reminders

Follow up with clients for access, approvals, or feedback

Notify clients of technician ETAs or delays

Job Documentation & Compliance

Upload job notes, photos, and documentation to JMS

Track completion of compliance forms and certificates

Prepare reports for strata committees, facility managers, or compliance audits

Maintain client and supplier contact lists

Team Support & Office Organization

Maintain organized digital and physical files

Support onboarding of new staff

Order supplies, uniforms, and office materials

Maintain a register of programmed maintenance assets and test dates

Track expiry dates for safety certifications, inductions, and insurances

Handle general ad hoc administrative tasks

What were looking for :

Experience in administrative support, customer service, or scheduling

Strong organizational and multitasking skills

Excellent communication skills (written and verbal)

Proficiency in :

Tradify (Job Management System)

Xero

3CX telecommunication system

Gmail / Outlook

Google Drive / Dropbox

Excel or Google Sheets

Ability to work independently and manage competing priorities

Detail-oriented with a proactive mindset

Job Type : Full-time, Day Shift

Onsite (Iloilo Office) : Bldg. 2, 2nd Floor of Nelly Garden, Jaro, Iloilo City

Hybrid (Makati Office) : 2nd Floor, Vicente Madrigal Building - 6793 Ayala Avenue, Makati City