Admin and Systems Coordinator | Hybrid | Pampanga

Base Global Solutions; Mabalacat; On-site; PHP 360,000 - 420,000; Full time

Benefits offered by this job

SIL days 24 per year

Birthday Leave

HMO for employee + 1 dependent

Regular company events

Job summary

BASE Global Solutions in the Philippines is seeking an Admin & Systems Coordinator to provide day-to-day administrative and IT support for employees, including onboarding and offboarding, equipment provisioning, and system access management.

The role collaborates with internal teams and external providers to track assets, manage vendor communications, and ensure processes are followed, with a focus on accuracy, efficiency, and service to staff.

Qualifications

• At least 2 years of relevant experience, preferably with AU accounts or clients.
• Experience in Admin/IT support, office administration, or a similar role.
• Basic knowledge of computer software and systems.
• Familiarity with Microsoft 365, Google Workspace, or similar tools.
• Experience with user accounts and system access is an advantage.

Responsibilities

• Provide day-to-day IT and administrative support to employees.
• Coordinate IT equipment procurement and asset management.
• Manage onboarding and offboarding access and credentials.
• Maintain accurate records and ensure processes and documentation are followed.
• liaise with internal teams and external IT providers.

Skills

Organizational skills

Time management

Problem solving

Documentation

Communication

Interpersonal skills

Independent work

Coordination

Microsoft 365

Google Workspace

User accounts management

Tools

Microsoft 365

Google Workspace

Job description

Want to join a company that's making a difference!

Be part of the pioneer team, making BASE Global Solutions (BPO) an employer of choice for professional talent in the Philippines.

Below are some of the amazing employee benefits at BASE Global Solutions:

• 24 SIL days per year
• 1 Birthday Leave
• HMO for employee + 1 dependent (upon Day 1)
• Regular company events to bring the team together

About the role

The Admin & Systems Coordinator provides day-to-day administrative and systems support to employees. The role includes coordinating company equipment, supporting employee onboarding and offboarding, managing system access, maintaining records, and handling general administrative tasks.

The position ensures employees have the necessary equipment, system access, and administrative support to perform their work effectively. It also involves coordinating with internal teams and external service providers, monitoring and resolving basic system and equipment-related concerns, maintaining accurate records, and ensuring company processes and procedures are followed.

Procurement & Asset Management

• Coordinate the ordering and procurement of IT equipment through approved procurement platforms (e.g., Shoppable).
• Maintain accurate IT asset records in Asset Panda, including equipment assignments, serial numbers, locations, and lifecycle updates.
• Conduct regular asset checks and reconcile physical equipment against asset records to ensure accuracy and accountability.
• Ensure employees complete the required IT equipment acknowledgment and documentation upon receiving their assigned equipment.
• Create and send requests to new hires through Content Snare to complete the required IT equipment details and documentation.
• Act as a coordination point between employees, internal stakeholders, and external IT service providers for IT equipment and asset-related matters.
• Maintain accurate records of vendor contacts, support requests, warranties, repairs, and other relevant service information.
• Coordinate with vendors to obtain quotations, negotiate pricing and terms, and manage orders and deliveries.
• Ensure IT purchases are cost-effective and aligned with approved budgets and business requirements.

Equipment Retrieval & Reallocation

• Reallocate and assign available equipment to new hires based on business and role requirements.
• Process and manage gate passes for the BGC or Clark offices to facilitate equipment transfers, reassignments, and retrievals.
• Ensure all equipment is properly stored, secured, and appropriately packaged at the designated office locations.
• Perform diagnostic tests and condition checks on retrieved equipment to ensure it is functional and suitable for reassignment.
• Report to the Clark office at least twice a week to conduct regular inventory and equipment checks.
• Report to the BGC office as required (approx. Once a month) to facilitate equipment retrievals, returns, and reassignments.
• Monitor the Transportify app to track and coordinate equipment deliveries and retrievals.
• Coordinate the issuance of replacement equipment for defective or non-functional devices upon approved request.
• Collect defective equipment and coordinate with vendors for assessment, repair, replacement, and warranty claims.
• Ensure all required IT equipment, peripherals, and other items are ready before an employee’s start date.

IT Support

• Respond to and manage IT support requests through the designated IT inbox or ticketing system
• Request and manage IT credentials for new hires with the external IT provider, ClearIT.
• Coordinate the deactivation of user accounts and licenses as part of the employee offboarding process.
• Liaise with CPL regarding employee internal logins, system access, software installation, and technical issues.
• Maintain accurate records of user accounts, access permissions, and assigned systems.
• Support onboarding and offboarding access requirements across business applications.
• Escalate complex technical issues to the appropriate external IT support provider.

Qualifications & Skills

• At least 2 years of relevant experience, preferably with experience handling Australian (AU) accounts or clients.
• Experience in Admin/IT support, office administration, or a similar role.
• Basic knowledge of computer software and systems, with the ability to identify and resolve simple technical issues.
• Familiarity with Microsoft 365, Google Workspace, or similar tools.
• Experience with user accounts and system access is an advantage.
• Good organizational and time management skills.
• Good problem-solving and troubleshooting skills.
• Strong attention to detail and documentation skills.
• Ability to manage multiple tasks and requests.
• Good communication and interpersonal skills.
• Customer-service mindset and a focus on supporting employees.
• Ability to work independently and take initiative.
• Comfortable coordinating with employees, internal teams, and external IT providers.