Admin Support Officer

About Us:

Aimpoint is an Australian Registered Training Organisation (RTO) and Group Training Organisation (GTO) providing training and apprenticeships for Australian companies looking to train and develop their staff or people looking to become employable through training. We are based in South Australia but deliver training nationally and have recently looked to expand into Asia.

Job Summary:

We are seeking a proactive and highly organised Administrative Support Officer, based in the Philippines, to provide comprehensive remote support to our Australian team. This role is integral in managing day-to-day administrative tasks, including virtual reception duties, training administration, data management, and team coordination. The ideal candidate will be tech-savvy, detail-oriented, and confident working autonomously in a fast-paced, remote environment.

Key Responsibilities:

Reception & Front Desk (Virtual)

• Answer and direct incoming calls and emails during Australian business hours.
• Respond promptly and professionally to general client, student, and stakeholder enquiries.
• Manage appointment bookings and maintain communication logs.
• Provide a friendly and helpful first point of contact for virtual visitors or callers.

Training Administration

• Assist with student enrolments and maintain up-to-date records in the Student Management System (SMS) and/or Learning Management System (LMS).
• Prepare and update training materials including attendance sheets, certificates, workbooks, and reports.
• Support trainers and assessors by managing training schedules, calendars, and resources.
• Assist with compliance documentation aligned to the Standards for RTOs 2015 and the Australian Qualifications Framework (AQF) (training provided if necessary).

General Administrative Support

• Perform data entry, document formatting, digital filing, and record management.
• Monitor and replenish virtual office supplies or subscriptions (where applicable).
• Maintain shared drives, folders, and documents across cloud platforms (Microsoft 365).
• Draft basic correspondence, forms, and reports as needed.
• Develop new forms and maintain existing ones using Microsoft Forms.
• Conducting market research and develop databases for the team (for example researching local companies, their point of contact and type of work).

Team & Project Support

• Coordinate team meetings, take minutes, and track follow-up actions.
• Assist with internal communications and workflow management tools (Microsoft Planner).
• Support ad hoc projects and administrative tasks across departments.

Requirements and Skills:

· Minimum 2 years' experience in administration, executive assistance, virtual assistance, or similar role.

· Excellent English communication skills – both verbal and written.

· Highly organised with strong attention to detail and ability to meet deadlines.

· Comfortable working across time zones and collaborating virtually.

· Proficient with digital tools such as:

o Microsoft Office

o Teams

o Cloud storage (OneDrive)

o CRM, LMS, or SMS systems (training can be provided)

· Ability to handle confidential information with discretion and professionalism.

· Ability to call and talk to people as opposed to just sending an email or message. We will ask you to chase up students, facilitate locking in meetings for the team and other activities which is best done with follow up calls.

Qualifications:

· Formal business qualification required

Job Types: Full-time, Fixed term

Contract length: 6 months

Pay: Php21, Php24,000.00 per month

Benefits:

• Promotion to permanent employee

Work Location: In person