Admin Assistant - Document Control (Australian Client / Day Shift)

Brainbox; Angeles; Presencial; PHP 240.000 - 360.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

HMO on day 1

Annual leave / paid time off

Performance incentives

Career growth opportunities

Friendly, inclusive culture

Descripción de la vacante

Brainbox, a unique BPO in Pampanga, is seeking an Administration Assistant, Document Control to own the document register and formatting for a Swedish client. You will manage manuals, quotations and customer materials, working with the business owner on live document jobs.

Role focuses on formatting and control; pricing and engineering specs are supplied by the client. The role also covers quotation support, marketing tasks and general administration.

Formación

• 1–2 years in administration or document control.
• Advanced Word skills with styles, sections, headers/footers, automatic contents and tables.
• Experience converting PDFs to editable Word documents.
• Experience maintaining a document or revision register, including version numbers.
• Proficient with PowerPoint, PDF editors, SharePoint and Microsoft 365.
• Excellent written and spoken English.
• Responsive and reliable under short deadlines, able to turn urgent work around on the same day.
• Able to work independently and raise unclear requirements with options.

Responsabilidades

• Document Formatting: format and rebuild long technical documents in Word using styles, breaks, headers/footers, automatic contents and tables.
• Document Control: maintain the document and revision register, manage storage and ensure current versions are issued.
• Quotation Support: prepare and format quotations using client-provided pricing and specifications.
• Marketing Support and Administration: prepare presentations and customer materials; provide general admin support; turnaround urgent requests the same day.

Conocimientos

Advanced Word skills

PowerPoint skills

SharePoint proficiency

Microsoft 365 familiarity

Attention to detail

English communication

Independent work

Document formatting

Herramientas

Microsoft Word

PowerPoint

SharePoint

PDF editing tools

Microsoft 365

Descripción del empleo

About Brainbox

Brainbox is a unique BPO that focuses not only on delivering excellent service but also on fostering an amazing culture. Rooted in our core value of 'Always Be Kind', we prioritise kindness in every policy, decision, and action. Our Philippines management team is composed entirely of Filipinos, and we provide unlimited training and HMO benefits from day one to help our people grow and become their best selves.

The Role

We are looking for an Administration Assistant, Document Control to own the document register and document formatting for our client, a Swedish mining equipment business operating across Australia, Asia and Europe. You will keep the client's manuals, quotations and customer material accurate, current and on brand, working directly with the business owner on a live queue of document jobs.

Most of the role is document formatting and document control, with quotation support, marketing support and general administration making up the rest. Technical content, pricing and engineering specifications are supplied by the client, so this is not a technical writing role.

Key Duties

Document Formatting

• Format and rebuild long technical documents in Microsoft Word using styles, section breaks, headers and footers, automatic contents and tables.
• Convert PDF manuals and supplier documents into fully editable Word files.
• Apply the client's brand and layout standards consistently across manuals and customer documents.
• Check every document against the brief before release.

Document Control

• Maintain the document and revision register, including version numbers, status and approved versions.
• Manage document storage and access in SharePoint.
• Make sure only current, approved versions are issued.

Quotation Support

• Prepare and format quotations using the pricing and specifications supplied by the client.
• Keep quotation documents consistent, accurate and on brand.

Marketing Support and Administration

• Prepare presentations and customer material in PowerPoint and simple design tools.
• Provide general administrative support to the business owner.
• Turn urgent requests around on the same day.

Requirements

• One to two years or more of experience in an administration, document control or coordination role.
• Advanced Microsoft Word skills, including styles, section breaks, headers and footers, automatic contents and tables. Shortlisted candidates will complete a Word formatting test.
• Proven experience converting PDF documents into fully editable Word files.
• Experience maintaining a document or revision register, including version numbers, status and approved versions.
• Confident with PowerPoint, PDF editing tools, SharePoint and Microsoft 365.
• High attention to detail, with examples of accurate work on long or technical documents.
• Excellent written and spoken English.
• Responsive and reliable under short deadlines, able to turn urgent work around on the same day.
• Able to work independently and to raise unclear requirements with options and a recommendation.

Preferred

• Experience in mining, engineering, manufacturing or technical documentation.
• Basic design skills in Canva or Adobe.
• Experience using AI tools such as Claude or ChatGPT to support administrative work.
• Experience working with Australian or international clients.

Perks

• Attractive and competitive salary
• Day shift
• Tenure-based and Performance-based incentives
• Paid time off
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.