Project and Administration Assistant

Global Expertise, Local Impact - 100 Years of Trusted Service

Our client is a powerhouse in the professional services industry, delivering a full suite of audit, tax, consulting, and advisory solutions to businesses across Australia and beyond. As part of the world's sixth-largest accounting and consulting network, they offer global reach with a local touch. With over a century of experience and a presence in 32 offices nationwide, our client is known for their integrity, innovation, and award-winning service across diverse industries and sectors.

Job Description

As a Project and Administration Assistant, you will provide vital support in managing ERP projects, handling invoicing, maintaining CRM systems, coordinating meetings, and preparing reports. This role suits a detail-oriented, organized professional with a collaborative mindset, strong communication skills, and a basic understanding of accounting principles.

Job Overview

Employment Type: Full-Time

Shift: Day Shift

Work Setup: Hybrid, Ortigas

Exciting Perks Await

• Day 1 HMO coverage with 2 free dependents
• Competitive Salary Package
• Hybrid work arrangement
• Prime office location in Ortigas (Easy access to MRT stations, restaurants, and banks)
• Day shift schedule
• 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

The Qualifications We Seek

• 3+ years of experience in administration and project support, preferably in professional services
• Proficient in CRM, billing, reporting systems, and Microsoft Office (intermediate-advanced)
• Strong organizational skills with ability to manage competing priorities in fast-paced environments
• Detail-oriented, proactive, and effective communicator; able to work independently or in teams
• Knowledge of basic accounting principles with experience in invoicing and expense processing

Your Daily Tasks

Project administration for client ERP projects (billable tasks)

• Maintain Smartsheet project reporting
• Prepare weekly status meeting presentations
• Enter subcontractor time in GreatSoft (or other systems)
• Organize vendors for consulting engagements
• Set up new projects, rates, etc., in GreatSoft (or other systems)
• Create new templates for new projects in SmartSheet
• Maintain detailed configuration status in SmartSheet reports
• Internal follow-up of tasks on project schedules and checklists
• Develop training materials
• Arrange client meetings
• Support additional billable tasks as needed

General administration

• Format all client correspondence and reports
• General data entry and client record management
• Maintain CRM systems for clients and contacts
• Ensure team compliance with internal processes
• Generate weekly and monthly reports
• Collate information for tenders/proposals and manage submissions
• Provide ad hoc administrative support
• Organize occasional travel
• Complete timesheets for senior team members
• Support client events and training conferences
• Maintain Resourcing Forecast and monthly reporting
• Process team expenses
• Handle additional admin tasks as needed

Managing inboxes and calendars

• Coordinate meetings and calendars for leaders/managers
• Maintain correspondence on behalf of leaders/managers
• Document and manage deadlines

Invoicing and WIP management

• Prepare invoices for managers
• Enter and reconcile timesheet data from sub-contractors
• Finalize and issue client invoices
• Follow up on client payments
• Enter vendor invoices into Workday
• Generate monthly team time and client support reports

Licensing

• Update license tracker from vendor transactions
• Match vendor receipts to license tracker
• Capture and reconcile license margins
• Manage third-party margin reporting
• Maintain vendor relationships
• Handle other licensing tasks as needed

Sales and account management

• Perform Conflix checks
• Generate proposals
• Update CRM
• Book travel and client meetings
• Provide monthly Account Management reports

Special projects

• Clean up GreatSoft and CRM records for ERP
• Improve sales documentation efficiency
• Organize vertical content for standard documents (e.g., BRD, SOW)
• Redesign standard process documents
• Support other assigned projects

Who Are We

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 with competitive compensation, international clients, and a work culture focused on collaboration and innovation. Work with global clients across industries, supported by a stable foundation and like-minded professionals passionate about making an impact. Apply now and be part of the #EmaptaEra