Administrative Assistant/ Service Contracts Coordinator

2 days ago

Quiot Pardo Cebu, Philippines A.M.S Administrative Support Services Full time ₱400,000 - ₱600,000 per year

Position: Administrative Assistant/Service Contracts Coordinator

Basic Duties and Responsibilities:

  • Create, update, and maintain records, schedules, and contract information in company systems (e.g., simPRO, AMS Portal).
  • Provide general administrative support including document preparation, filing, data entry, and record management.
  • Assist in scheduling, monitoring, and coordinating maintenance and project-related activities.
  • Support tendering and business development activities, including preparing proposals, quotations, reports, and client correspondence.
  • Maintain and organize technical and project documentation, including O&M manuals, certifications, and compliance records.
  • Liaise with AU-based teams, subcontractors, suppliers, and clients to ensure timely communication and accurate documentation.
  • Generate and update reports for management, clients, and internal teams.
  • Provide backup assistance to coordinators, estimators, and portfolio managers as required.
  • Perform other administrative and operational support duties as assigned by management.

Educational Background:

  • Bachelor's degree in business administration, Management, or a related field (preferred).

Work Experience:

  • Minimum 1–2 years' experience in administrative, coordination, or office support roles.
  • Experience in the HVAC, construction, or service industry is an advantage.

Skills Required:

  • Proficiency in MS Office (Excel, Word, PowerPoint).
  • Experience with job management software (e.g., simPRO) or equivalent platforms (AMS Portal, CRM systems).
  • Strong skills in document management, data entry, and reporting.
  • Familiarity with tendering documentation, quotations, and compliance requirements (preferred).
  • Basic knowledge of project scheduling and maintenance contract administration.
  • Excellent organizational and time-management skills with the ability to handle multiple tasks simultaneously.
  • Strong attention to detail and accuracy in managing large volumes of data and documents.
  • Good written and verbal communication skills in English.
  • Strong collaboration and teamwork skills, able to support multiple teams across AU and PH offices.
  • Problem-solving and analytical mindset, able to identify gaps and propose improvements.
  • High level of discretion and confidentiality when handling sensitive company and client information.
  • Adaptability and flexibility to adjust to changing priorities and AU time zone requirements.
  • Proactive and resourceful with a strong sense of accountability and initiative.

Working Conditions:

·       Onsite set up

· hours Monday – Fridays

·       Weekend Off

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