Administrative Support Specialist

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is a leading distributor of fasteners and Class-C components, serving automotive, heavy truck, military, and industrial markets across the U.S. and Mexico. They leverage advanced supply chain solutions - including Vendor Managed Inventory, kitting, and custom logistics - combined with ISO-certified quality and operational excellence. Our client partners with large-scale manufacturers to streamline procurement, reduce costs, and deliver reliable, end-to-end materials management solutions.

About the Role

The Administrative Support Specialist will provide essential administrative and data-entry support to the Sales and Purchasing teams. This role is designed to take over routine, transactional tasks, ensuring accuracy, timeliness, and smooth operations while freeing senior team members to focus on strategic work. The ideal candidate is resourceful, proactive, and able to work independently in a virtual, geographically distributed environment, balancing multiple priorities and collaborating effectively with multiple managers.

What you'll do

• Support Sales and Purchasing teams with routine administrative tasks, including data entry, price library updates, and ERP system updates.

• Follow task guidance, including Loom tutorial videos and SOPs, with minimal supervision.

• Balance and prioritize multiple tasks while reporting to both Sales and Purchasing managers.

• Ensure accuracy, completeness, and timeliness of all assigned work.

• Identify opportunities to improve processes, increase efficiency, and streamline administrative workflows.

• Collaborate effectively with team members across multiple time zones, maintaining clear and prompt communication.

• Learn and adapt to new tools, processes, and workflows, including ERP systems, Excel, SharePoint, and Loom.

What You Bring

• Bachelor's degree in Business, Administration, or a related field preferred.

• At least 3 years of experience in administrative, sales support, or operations roles.

• Proactive, self-starting mindset with the ability to take ownership of tasks without constant supervision.

• Strong multitasking, prioritization, and time-management skills.

• Quick to learn new tools, processes, and software, including ERP systems (Profit 21 preferred) and Microsoft Excel (pivot tables, formulas, queries).

• Resourceful and forward-thinking, with the ability to identify efficiency improvements.

• Strong attention to detail and accuracy in all tasks.

• Excellent communication skills, capable of collaborating effectively with a distributed, virtual team.

• Experience in distribution, inventory management, or ERP systems is highly desirable.

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

• Employee as our biggest asset: We are genuinely invested in our people's career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

• Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.