Commercial Project Assistant

Position Type: Full-time

Location: Philippines (Remote)

Schedule: AEST

About the Company

Our client is a leading Australian design-led lighting business with a strong presence across major cities. They offer decorative, architectural, and custom lighting solutions for residential, commercial, and hospitality spaces. With a commitment to innovation, craftsmanship, and sustainable lighting design, the team collaborates closely with designers, architects, and developers to deliver premium lighting experiences.

About the Role

The Commercial Project Assistant provides critical admin and customer support across multiple commercial accounts and internal teams. You'll help ensure timely communication, issue resolution, and process accuracy — from managing freight and warranties, to handling invoicing and post-sale service.

This is a remote, fast-paced role suited to someone who's organised, resourceful, and great at following through. You'll be liaising with suppliers, customers, and warehouse teams to keep everything moving smoothly.

Responsibilities

• Follow up on missing or delayed freight and coordinate with warehouse as needed
• Perform warranty processes and submit claims on behalf of customers (including collecting supporting photos or video)
• Maintain visibility across all active orders; update ETAs and flag any issues
• Keep CRM up to date – cleaning records, logging new deals, and tracking key contacts
• Create and send small quotes and assist with product sourcing where needed
• Manage inbox and send timely correspondence/advisories to customers
• Send pro forma invoices and payment links to non-account customers
• Follow up on unpaid pro formas and assist with payment tracking
• Assist with purchase order activations (wholesalers and direct contractors/builders)
• Track deliveries and provide consignment/tracking details or PODs upon request
• Help resolve short shipments, wrong goods, or lost/damaged-in-transit issues
• Support the returns process (GRA) by liaising with customers and warehouse
• Coordinate with Procurement to monitor container deliveries and status updates
• Notify customers when orders are ready for collection and follow up on delayed pickups
• Provide technical documentation (IES files, line drawings, install sheets, warranty docs, etc.) as requested
• Create and distribute datasheets, lighting submittals, and specification comparison sheets
• Provide pre-sales quotation support during leave periods
• Perform other administrative tasks as requested by the Commercial team

Competencies and Qualifications

• Experience in admin, customer support or commercial project coordination
• Confident using CRMs and Microsoft Office (Excel, Outlook)
• Excellent written communication and follow-up skills
• Comfortable managing a shared inbox and working across platforms
• Detail-focused with a strong sense of accountability
• Able to manage shifting priorities and work at pace
• Previous experience in quoting, logistics or lighting (ideal but not essential)

Key Qualities

• You're a detail-driven problem solver who enjoys admin, follow-up, and keeping everything running behind the scenes. You're comfortable working independently, love ticking things off your to-do list, and bring consistency to your role every day.

What We Offer

• 100% Remote Work – Work from anywhere in the Philippines.
• Career Growth Opportunities – Gain hands-on experience, and continuous learning.
• Collaborative & Innovative Team – Work alongside skilled professionals who value excellence.

Application Process

We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

The interview process includes a Recruiter Interview, Client Interview, and Assessment. As part of the process, candidates complete a hands-on task during the technical interview. Throughout each stage, we keep you informed and provide feedback as quickly as possible, ensuring you feel valued and supported throughout your journey with us.

Job Type: Full-time

Pay: Php40, Php50,000.00 per month

Benefits:

• Work from home

Application Question(s):

• Can you briefly discuss your experience supporting customers (regarding freight, logistics, after-sales issues)?

Work Location: Remote