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Administration Officer

3 weeks ago

San Fernando, Central Luzon, Philippines TOA Global Full time

Administration Officer

Location:
Clark, Pampanga

Shift:
Monday - Friday; 7:00am to 4:00pm

Work Arrangement:
Onsite

Unlock your potential
At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, and Philippines, supporting our global clients in the accounting industry.

About the role. . .

The Administration Officer will be working closely with the client to support the business and manage the following tasks.

Key Responsibilities:

  • Processing incoming service worksheets and entering operational data into the system
  • Ensuring information received from Technicians/Subcontractors is complete and meets our client's requirements
  • Regularly updating the client workflow portal and ensuring all jobs are up to date
  • Goods receipting of supplier/subcontractor purchase orders and feedback of data into the system
  • Attending to ad-hoc queries in a timely manner if required by the direct manager
  • Raising of supplier/subcontractor purchase orders where needed
  • Running reports on outstanding service calls and ensuring call statuses are regularly updated
  • Raising quoted and planned maintenance service calls and allocating calls to a Service Technician/contractor
  • Ability to raise service contracts and maintain a master list of current service contracts for each client
  • Raise and submit invoices via the necessary means e.g. customer portals, emailing
  • Ensure current labour cost on the job matches paperwork
  • Investigate discrepancies of actual cost / labour against the job
  • Follow up with technicians regarding issues with paperwork for invoicing purposes
  • Liaising with other supporting functions (such as Accounts Payable) and attend to queries around subcontractor/supplier invoices
  • General Administration duties
  • Complete all other assigned tasks within your capabilities

Qualifications / Skills:

  • Experienced with administration activities for projects including preparation of reports, spreadsheets and correspondence
  • Experience in administrative procedure and systems including document control, data entry and file management
  • Demonstrated high level proficiency in Microsoft Office applications, particularly MS Excel
  • Adobe PDF Editing skills of advantage
  • High level of communication skills including active listening, oral and written comprehension
  • Strong English
  • Verbal and written communication skills - needs to able to book over the phone and email responses back to employee
  • Able to time manage, prioritise tasks and meet deadlines
  • High organisation skills in order to meet deadlines
  • High level of attention to detail
  • Able to multitask, prioritise own workload
  • Ability to work as a member of a team or independently
  • Strong understanding of online booking tools and systems
  • Maintains good attendance and punctuality
  • Able to complete set daily tasks