Administrative Assistant

Coordinate Hire Operations to Drive Seamless Equipment Flow

In the construction and equipment services world, every process is a blueprint and every task a cornerstone. Take the lead in managing contracts, off-hires, and audits with precision, while keeping your own life perfectly leveled. Shape your career like a well-built structure-solid, rewarding, and balanced.

Your Role in the Team

Be part of our client's team as an Administrative Assistant (Hire Support Assistant). You will manage quote-to-contract conversions, process off-hire requests, assist with invoice disputes and purchase order reconciliations, and conduct stock audits-ensuring smooth equipment operations while maintaining accuracy, efficiency, and clear communication across all tasks.

Career Snapshot

Employment Type: Full-time

Shift: Day shift, Weekends Off

Work Setup: Onsite, Makati

What You'll Enjoy

• Day 1 HMO coverage with free dependent
• Competitive Salary Package
• Prime office location in Makati (Easy access to MRT stations, restaurants, and banks)
• Fixed weekends off
• Day shift schedule
• Fully customized Emapta laptop with peripherals
• Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with minimum of 6 months company tenure.)
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit )
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

What We're Looking For

• Bachelor's or college degree, preferably in Accounting, Finance, or a related field
• 2-3 years of proven administrative support experience
• Excellent English communication skills, written and verbal
• Intermediate Microsoft Office skills (Word, Excel, PowerPoint, Outlook, Teams)
• Knowledge of NetSuite (preferred)
• Ability to understand and execute complex instructions
• High professionalism and integrity
• Strong attention to detail, organization, and time management
• Self-motivated, resourceful, dependable, with a positive attitude
• Consistent follow-through on action items
• Ability to safeguard sensitive information

Key Responsibilities

• Take the lead on quote conversions to hire contracts using the QA guide
• Upon conversion, send copy of hire contract and information email to customers using the default Insphire email process
• Handle off-hire requests that arrive through the Depot's shared email inbox and use related QA checks to process
• Upon confirmation, send the off-hire number via email to customer contacts or salesperson
• Assist Hire Manager with customer invoice disputes and raise credit requests via NetSuite for manager approval
• Advise hire office team of required updates to current hire contracts based on credit request investigation and resolution
• Assist Hire Manager with purchase order reconciliation including supplier unprocessed invoices
• Conduct stock audit of equipment from the physical depot yard check versus Insphire yard stock listing to identify missing or issue items

About Our Client

Our client is a global leader in equipment supply and services, serving construction, mining, and oil & gas industries. They provide equipment hire, sales, manufacturing, servicing, transport, and training, ensuring projects run efficiently. With a reputation for innovation, reliability, and operational excellence, they deliver comprehensive solutions that empower businesses to achieve goals safely and effectively worldwide.

Welcome to Emapta Philippines

Join a team that values camaraderie, excellence, and growth. Recognized as one of the Top 20 Dream Companies of Filipinos in 2024, Emapta stands proudly alongside industry giants, offering stability and exciting career opportunities. Your career flourishes here through competitive compensation, international clients, and a culture built on collaboration and innovation. Grow with global teams, access continuous development through Emapta Academy, and thrive in an inclusive environment committed to your success. Apply now and be part of the #EmaptaEra