Administration Assistant

1 day ago

Manila, National Capital Region, Philippines Outsourced Full time

Job Description
We are seeking a highly organized, detail-oriented, and proactive Administration Assistant to support our growth, sales operations, and client engagement efforts. The ideal candidate has a strong background in proposal and contract preparation, CRM management (especially HubSpot), and administrative support for Business Development and Operations teams. This role requires excellent communication skills, strong time-management abilities, and the capacity to stay organized while handling urgent tasks and shifting priorities.

Key Responsibilities

  • Proposal & Contract Support

  • Draft, revise, and finalize client proposals

  • Assist in preparing and processing contracts, MSAs, SOWs, NDAs, and renewal agreements.
  • Maintain and update proposal templates for accuracy and brand consistency.

  • Track proposal and contract status, ensuring timely follow-ups and internal routing.

  • Email, Calendar & Communication Management

  • Manage and organize the shared sales support team's email inbox, ensuring timely responses and proper prioritization of urgent requests.

  • Flag urgent emails, requests, or tasks and ensure they are escalated or addressed promptly.

  • Business Development Administration

  • Assist with managing the sales pipeline, tracking deal stages, and updating CRM records.

  • Conduct research on prospects, industries, and competitors to support outreach and business opportunities.

  • Organize files, documents, trackers, and BD resources for easy access and accurate version control.

  • HubSpot CRM Management

  • Update, clean, and maintain accurate CRM data for leads, companies, deals, and activities.

  • Ensure all BD and Operations activities are fully logged and tracked in HubSpot.

  • Supports other ad-hoc responsibilities as required, ensuring flexibility and reliability in handling additional tasks.

Qualifications

  • 1–3+ years experience in Business Development support, Sales Operations, Executive Assistance, or Administrative Support.
  • Proven experience in proposal writing, contract preparation, or documentation support.
  • Proficient in HubSpot CRM data entry and administrative tasks
  • Strong organizational skills with the ability to prioritize urgent tasks and manage multiple deadlines.
  • Excellent email management, communication, and professional writing skills.
  • Fast learner with the ability to quickly adapt to tools, processes, and shifting priorities.
  • Extremely keen to detail, with strong accuracy in documentation, reporting, and data entry.
  • Proficient with Google Workspace / MS Office (Docs, Sheets, Slides).
  • High level of professionalism, discretion, and reliability.

Additional Information

  • Tuesday to Saturday, 2am to 11am
  • Homebased, but must be willing to report in Eastwood QC once a month

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