Administrative Assistant/ Service Contracts Coordinator

5 hours 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

  • Contracts Administrator

    2 weeks ago

    Cebu City, Philippines Smartsourcing Full time

    Seal the deal—join Smartsourcing as a Contract Administrator! Hi! We’re Smartsourcing, and we’re looking for a full-time , on-site Contract Administrator . If contracts, compliance, and client coordination are your strengths, this is your stage. At Smartsourcing, we believe that strong deals start with strong details—and that’s where you come in....

  • Contracts Administrator

    2 weeks ago

    Cebu City, Philippines Smartsourcing Solutions Pty Full time

    Seal the deal—join Smartsourcing as a Contract Administrator! Hi! We’re Smartsourcing, and we’re looking for a full-time , on-site Contract Administrator . If contracts, compliance, and client coordination are your strengths, this is your stage. At Smartsourcing, we believe that strong deals start with strong details—and that’s where you come in....

  • Executive Assistant

    4 weeks ago

    Cebu City, Central Visayas, Philippines Project Assistant Full time

    OverviewWe are seeking a highly skilled Executive Assistant to join our team here Cebu. This role is pivotal in supporting our CEO, Project Manager, and Account Management staff. The ideal candidate has a decent technical background, with their own laptop and transportation. If you are organized, tech-savvy, and ready to contribute to a forward-thinking...

  • Contract Administrators

    1 week ago

    Cebu City P, Philippines Mena Contractors Pty Ltd Full time ₱400,000 - ₱600,000 per year

    We are an established and fast-growing construction company based in Sydney, Australia, currently seeking dedicated and detail-oriented Contract Administrators / Estimators to support our Sales and Operations teams.This is an excellent opportunity for professionals based in Cebu, Philippines with experience in construction project support, estimating, or...

  • Administrative Assistant

    4 days ago

    Cebu City, Central Visayas, Philippines WATER HYGIENE TECHNOLOGIES LLC Full time ₱384,000 - ₱480,000 per year

    Provide administrative support to the sales team and assist with day-to-day operationsCoordinate and track sales orders, quotes, contracts, and customer inquiriesMaintain and update customer records and sales reports in the CRM systemSchedule sales meetings, calls, and presentationsPrepare and send sales proposals and follow-up communicationsMonitor and...

  • Administrative Specialist/Assistant

    2 weeks ago

    Cebu City, Philippines cc1 Jorken Construction Supply Full time

    Responsibilities Manage and organize project documentation, contracts, and reports. Assist with preparing bid proposals, contracts, and permits. Coordinate meetings, schedules, and site visits for the team. Handle phone calls, emails, and other communications related to projects. Maintain inventory of office supplies and construction materials. Process...

  • Administrative Specialist/Assistant

    2 weeks ago

    Cebu City, Philippines IDEA IDEAS INC. Full time

    Overview Job Description: Admin Staff (Construction Industry) An Admin Staff in the construction industry provides administrative and clerical support to ensure smooth operations of the office and project sites, facilitating efficient communication and coordination among teams. Responsibilities Prepare and manage documentation, contracts, and project files....

  • Jr. Contract Administrator

    4 days ago

    Cebu City, Central Visayas, Philippines STAFFVIRTUAL Full time ₱250,000 - ₱500,000 per year

    ​Job Title: ​Jr. Contract AdministratorAbout the Client: Managed Office Provider, offering a comprehensive portfolio of IT, Print, Cloud and Security solutions for organizations across the country. Growing nationwide and expanding into new markets across the US. This growth has created additional opportunities for talented tech-minded individuals to join...

  • Administrative Services Assistant

    2 days ago

    Cebu City, Central Visayas, Philippines Work Avenue and Business Solutions Incorporated Full time ₱150,000 - ₱250,000 per year

    A Back Office Staff is responsible for providing essential administrative and operational support to ensure smooth business processes. This role involves handling data entry, document management, record keeping, and processing transactions accurately. Back office staff also assist in preparing reports, maintaining databases, and ensuring that all company...

  • IT & Administrative Coordinator

    4 days ago

    Cebu City, Central Visayas, Philippines Outsourced Quality Assured Services Inc. (ISO Certified) Full time ₱800,000 - ₱1,200,000 per year

    Company Description is a leading ISO certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work...