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

Brainbox; Philippines; On-site; PHP 279,000 - 391,000; Full time

Benefits offered by this job

Attractive and competitive salary

Day shift

Tenure-based incentives

Paid time off

Unlimited cash incentives for hiredRef

HMO on day 1

Work-life balance with 37.5h week and

Job summary

Brainbox in the Philippines is seeking an Administration Assistant, Document Control to own the document register and formatting for a Swedish mining equipment client operating across Australia, Asia and Europe. You will keep manuals, quotations and customer material accurate, current and on brand, working directly with the business owner on live document jobs.

The role centers on document formatting and control, with quotation support, marketing assistance and general administration.

Qualifications

• 1–2 years or more in administration, document control or coordination.
• Advanced Word skills with styles, section breaks, headers/footers, automatic contents and tables.
• Experience converting PDF documents into editable Word files.
• Experience maintaining a document or revision register, including version numbers, status and approved versions.
• Proficient with PowerPoint, PDF editing tools, SharePoint and Microsoft 365.
• High attention to detail with accurate work on long/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 clarify requirements with options and recommendations.

Responsibilities

• Format and rebuild long technical documents in Word using styles, section breaks, headers/footers, automatic contents and tables.
• Convert PDF manuals and supplier documents into editable Word files.
• Apply client brand and layout standards across manuals and documents.
• Check every document against the brief before release.
• Maintain the document and revision register, including version numbers and status.
• Manage document storage and access in SharePoint.
• Prepare and format quotations using client pricing and specifications.
• Prepare presentations and customer material in PowerPoint.
• Provide general administrative support to the business owner.
• Turn urgent requests around on the same day.

Skills

Word processing

PowerPoint

SharePoint

Microsoft 365

Attention to detail

English proficiency

Time management

Tools

Word

PDF editing tools

Adobe

Canva

Job description

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.

Benefits

• 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.