Administration Officer

Discover your 100% YOU with MicroSourcing

Position: Administration Officer

Work setup & shift: Onsite (Global One, Eastwood, Libis, QC) | Day Shift Schedule

Why join MicroSourcing?

You'll have:

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses*
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Role and Responsibilities:

Key Accountabilities:

• Embody the Supagas Safety Vision "Think SAFE, Work SAFE, Live SAFE" and Safety Expectations within all facets of the site and role
• Ensure a safe workplace for all staff, visitors and customers reporting all risks / hazards / incidents / near misses and accidents.
• Actively participate and facilitate safety risk assessments including Ready for Start-up Review (RFSR), HAZOP, MOC, HAZID and Design reviews
• Participate in the Emergency Response Plan (ERP) and help facilitate activities that are planned for the site.
• Understand the Supagas Critical Risks, the Controls and Enablers as per the Critical Risk Handbook and how they pertain to your role.
• Ensure all staff, visitors and contractors operate within Supagas safety rules including Permit To Work (PTW) requirements

Communication and Safety:

• Communicate and promote the Supagas philosophy of customer satisfaction through the "Yes We Can" value commitment.
• Promote and encourage a Safety-First approach
• Have a clear understanding of the Safety Management System and ensure that all personnel under the control of this position have been trained in its operation
• Reporting all risks / hazards / incidents / near misses and accidents
• Removing or modifying any unsafe processes or systems
• Report any hazards or problems immediately to your Supervisor at all times

Administrative responsibilities:

• Key orders received accurately and timely - online orders, email / fax orders
• Open new Customer accounts in Pronto and complete post account creation activities
• Update GSA & BSA resigns information in Pronto
• Ensure all additional location set up requests are actioned
• Ensure all additional products set up requests are actioned
• Ensure all change of details requests for address, phone etc are actioned
• Take first order payment where required
• Investigate and process manual adjustment requests
• Balance batches for Branches in a timely manner
• Pass on all customer requests to the appropriate departments and employees as necessary
• Handle enquiries in a professional manner, ensure follow-through and finalize all enquiries
• Liaise with Customer Service Manager / Supervisor on all unresolved and dissatisfied customer issues that need to be escalated if cannot be handled at the time
• Ensure Customer retention where required via non-verbal communication
• Consult with Manager to develop and implement plans for improving and achieving service to all internal and external customers.
• Ensure all record keeping is correct and timely e.g. Customer notes etc.
• Show initiative to constantly improve personal knowledge of all gases
• Work in a team environment and work together and maximise the productivity of the team
• Other tasks assigned by Manager as required from time to time

Customer and Stakeholder Collaboration:

• Ensure customer requests are addressed efficiently, working with internal stakeholders such as Operations, Sales, and Finance teams to resolve issues

Key Performance Indicators (KPIs):

• Achieve 100% accuracy in invoicing and master data management
• Respond to 95% of queries within SLAs (e.g hours)
• Process orders received promptly and accurately
• Customers acknowledged and served via non-verbal communication
• Efficient transfer of queries to appropriate staff in a timely manner
• Prompt response and resolution of Customers issues

Qualifications and Education Requirements:

• Minimum 3 years of data entry experience in an administrative or operations management role
• Have worked in a customer service environment.
• Tertiary qualifications not mandatory however highly regarded

Technical knowledge:

• • Intermediate Excel Proficiency (e.g., VLOOKUP, pivot tables, data analysis)
• • Proficiency in Pronto or similar ERP systems is highly desirable

Preferred Skills

• Proven ability to lead a cross-functional team and drive continuous improvement in processes and service delivery
• Strong problem-solving and decision-making skills, with the ability to manage competing priorities in a fast-paced environment
• Has the capacity to take strong, decisive action in response to business requirements
• Must have the drive to achieve and the ability to persuade and influence others

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%

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