Back Office Admin Associate

2 days ago

Paranaque City, Calabarzon, Philippines FOCUS S. Full time ₱18,600 - ₱234,000 per year

1. PR Processing

  • Preparation of Offline PR and monitoring of signed PR.
  • Entry of Oracle for Online PR and endorsement to Procurement once signed and approved.
  • Receiving Goods for Department PR's and processing GRN (Goods Receipt Note).

2. Subcon Billing

  • Receiving and processing billing documents submitted by Subcon, including getting signature approval from Service and Sales Manager before endorsement to Finance.

3. Dealers Monitoring

  • Assist in getting documentation for the application of new dealers.
  • Prepare Dealer Certificate once the application is approved.

4. Trane Project Accreditation

  • Prepare necessary documents for Trane Accreditation for Sales Engineers' projects (via email and for hard copy submission).
  • Process Duns and Bradstreet via online link.
  • Prepare payment for prequalification fee (per customer).
  • Fill and collate all necessary documents before uploading to D&B.

5. Bonds Processing

  • Fill out Bond Applications form and Offline PR for submission to Marketing for approval.
  • Once SOA is provided by Marketing from the insurance broker, prepare the online PR in Oracle and monitor approval.
  • Once approved, endorse to Finance for check processing to acquire the bonds.
  • Once bonds are available, advise Sales Engineer to prepare the invoice.

6. Filing & Scanning

  • Compile all projects per folder, ensuring all related documents are included and filed as they become available.
  • Secure and file all documents submitted daily by BAS Engineer in the storage cabinet.
  • Scan documents and upload to Docushared.

7. Project Billings

  • Prepare Billing Summary for each project based on the approved TOP.
  • Prepare and collate supporting documents for billing as per customer requirements.
  • Submit and endorse to Finance Billing Team for invoicing.
  • Monitor billing submission to the customer.

8. Revenue Monitoring

  • Submit revenue updates twice a week to accounting.
  • Check updates on all projects done for invoicing.
  • Endorse hard copy of revenue monitoring to the AP team with an attachment and receiving copy.
  • Submit revenue tracker to the Contracting Manager for review and email to the AP Team.

9. Credit Memo/AR Form Write Off

  • Prepare Credit Memo Forms for approval and endorsement to the Billing Team for processing.

10. Project Cost Adjustment Approval

  • Prepare forms and documents required for cost adjustment approval (increase/decrease).

11. Meetings

  • Attend meetings with Sales Engineers and Manager for necessary approvals and updates.

12. Sales Manager Approval

  • Endorse Order Files to Sales Manager before entering into Oracle.
  • Approvals required: PR Offline/Online, Credit Memo, Amount Decrease/Increase Form, Dealership Certificate & Subcon Billing.

13. Miscellaneous Tasks

  • Print and Bind Project Submittals as necessary.
  • Service Request for Equipment Projects.
  • Create new agreement numbers for service.

14. Oracle Related Activities

  • Enter data to Oracle for labor hours per Project Engineer, billing, and deliveries.
  • Route approval of cash advance forms related to specific projects.
  • Monitor the end-to-end process, including obtaining necessary managerial approvals.
  • Process Add Item and New Customer requests to the MDM Team

Job Types: Full-time, Permanent

Pay: Php19,350.00 per month

Benefits:

  • Company events
  • Health insurance
  • Promotion to permanent employee

Expected Start Date: 10/06/2025

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