Admin Assistant

Employment Type: Full-Time Employment
Work Setup: Onsite onboarding for two weeks, followed by a transition to a remote setup.
Work Schedule: Night Shift (Following U.S. Time Zone)
Location: Eastwood, Libis, Quezon City
Salary Package: 30,000 to 40,000 PHP/Monthly

We are looking for candidates who take pride in ensuring smooth and efficient operation of our office and providing exceptional administrative and operational support with a strong emphasis on positive client interaction. This position is ideal for someone who thrives in a fast-paced environment, enjoys building strong client relationships by providing timely and accurate responses as well as follow-ups while handling a wide range of tasks with professionalism, accuracy and discretion. This role will work across all departments including the current Operational and Administrative team, Accounting, Production, and Executives.

Duties and Responsibilities:

• Answer and route incoming calls to the appropriate team members
• Manage calendars, coordinate meetings, and assist with scheduling logistics
• Provide general administrative support, including inbox management, document organization, and internal communication
• Maintain digital filing systems and ensure records are up to date
• Act as the first point of contact for external inquiries, ensuring a professional and helpful response by accurately and professionally following a call script and providing a brief introduction and background about 3DF to new potential customers.
• Be a key member of the Sales and Marketing team, reporting to the COO and Sales Manager and following the sales process from initial outreach/intake call and performing an initial screening of the client to ensure our services will be a good match, and if they are a good match, to then request for them to send us additional information for review and schedule a full 60 minute scoping consultation via Zoom.
• Client Interaction and Support: Answer and direct client communications via e-mail or phone, and provide assistance or direct inquiries to the appropriate team members in a timely manner.
• Administrative Support: Schedule meetings and manage calendars. Prepare documents and maintain hard copy and digital filing systems. Manage mail and process expense reports.
• Operational Support: Assist with tracking metrics and preparing reports as needed.
• Accounting: Assist accounting department with client outreaches and follow-ups on outstanding invoices as part of weekly AR process.

Job Requirements:

• Bachelor's degree of any related field
• 2+ years of experience in an administrative support role (remote experience is a plus)
• Attention to detail and accuracy
• Ability to work independently and as part of a team.
• Proficiency with tools such as Google Workspace (Docs, Sheets, Calendar), Zoom
• Background in HR, Sales, Marketing and Accounting is a plus
• Strong English written and verbal communication skills
• Experience supporting international clients in the USA
• Adobe Acrobat edits, eSignatures, Quickbooks, Wrike experience is a plus but not mandatory

What we're looking for:

• Clear and professional phone presence
• Organized and detail-oriented; able to manage multiple tasks and deadlines without dropping the ball
• Self-starter who's comfortable working independently and taking initiative
• Able to anticipate needs and adapt to changing priorities
• Calm under pressure and solution-oriented when faced with challenges
• Passionate for learning and professional growth, and someone who is not afraid to ask questions and be open to learning.
  

What benefits await you by joining Intelassist?

• Global career advancement and networking opportunities.
• Access to both virtual and on-site intensive courses for career and personal development enhancement.
• Monetary rewards for successful referrals that are hired.
• Guaranteed weekends off and a total of 20 paid leave days upon regularization.
• Collaborative work environment
• Eligibility for Health Maintenance Organization (HMO) coverage starting from the first month of employment, with coverage of up to 100,000 PHP per illness.

WHY INTELASSIST?
We grow together. We value your effort. We aim to empower you.