Administrative Assistant

Quezon CityFull-time

AI Summary

Provides administrative and coordination support for a fire protection services company, managing client and strata communication, quoting, reporting, and inspection scheduling.

About this role

We’re an award-winning global outsourcer providing contact center and back office services on behalf of our global clients. Come work at a place where innovation and teamwork come together to support the most exciting missions in the world!

Job Description: Administrative Assistant

Client: NSW Fire Extinguisher Services Pty Ltd
Location: Manila, Philippines (remote/outsourced)
Reports to: Business Owner / Operations Lead (All-Flow Fire Protection)

Purpose

Provide administrative and coordination support to NSW Fire Extinguisher Services Pty Ltd, managing customer and strata communication, quoting support, reporting, and inspection scheduling, so the on-the-ground team can focus on servicing and compliance work.

Key Responsibilities

Liaise with strata managers and building management on scheduling, service confirmations, and general enquiries
Respond to customer and strata email enquiries in a timely, professional manner
Must Have- Use Uptick job management/quoting software to support day-to-day operations
Create and send service reports, compliance certificates, and job summaries to clients and strata managers
Assist with preparing and following up on quotes for servicing, inspections, and installation work
Follow up with clients and strata managers to book and confirm inspection appointments
Maintain and update job and customer records, ensuring information is accurate and current
Track recurring service and certification due dates (e.g. annual fire safety statements, 6-monthly testing cycles) and flag upcoming bookings
Support invoicing and basic bookkeeping coordination as required
Maintain confidentiality of client and building information

Requirements

2+ years' experience in an administrative, customer service, or coordination role, ideally within trade services, property/strata, or facilities management
Strong written and verbal English communication skills
Proficiency in Microsoft Office (Outlook, Excel, Word); experience with trade job management/quoting software highly regarded
Highly organised, with the ability to manage multiple bookings, quotes, and follow-ups simultaneously
Comfortable liaising directly with Australian clients and strata managers
Associate or bachelor's degree in business administration or related field preferred, not essential with relevant experience

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