Admin Assistant & Office Coordinator

Asiatel Outsourcing; Metro Manila; On-site; PHP 357,000 - 580,000; Full time

Job summary

Asiatel Outsourcing (ATOI) is seeking an Admin Assistant & Operations Coordinator to support day-to-day administrative and operational requirements across the business. The role focuses on general administration, coordination, documentation, scheduling, task monitoring, and ad hoc business support.

The successful candidate will manage multiple activities, maintain trackers, coordinate meetings, and ensure timely completion of tasks while adapting to changing daily needs.

Qualifications

• Experience: 2–3 years in Administrative Assistant, Office Administrator, Operations Assistant, Operations Coordinator, Virtual Assistant, or similar role.
• Strong organizational, documentation, data entry, scheduling, and follow-up skills.
• Proficient with Google Workspace, Google Calendar, Calendly, Gemini AI, spreadsheets, and communication tools (WhatsApp, Slack).
• Excellent written and spoken English with professional communication to team members, clients, and stakeholders.
• Attention to detail; able to maintain accurate records and identify missing information or deadlines.
• Research capability; present findings in a simple, organized format.
• Time management to prioritize multiple tasks and meet deadlines with minimal supervision.
• Adaptability to handle varying tasks and changing operational needs.
• Confidentiality in handling internal, client, and business information.

Responsibilities

• Handle day-to-day administrative tasks and general office coordination.
• Maintain and organize electronic files, records, documents, spreadsheets, and shared folders.
• Prepare and update basic reports, trackers, lists, and other business documents.
• Assist with data entry, document preparation, and information management.
• Draft routine emails, follow-ups, confirmations, and other business correspondence.
• Monitor shared inboxes and route inquiries to the appropriate person.
• Coordinate meetings, appointments, and schedules; take meeting notes and track actions.
• Follow up on outstanding administrative tasks and deadlines; conduct online research and summarize findings.
• Assist with ad hoc administrative tasks as required.
• Support sales process with scheduling, documentation, and client communications.
• Coordinate routine administrative and operational requests from the team; maintain task trackers and deadlines.
• Escalate issues; coordinate internal meetings and documentation; ensure operational records are organized.

Skills

Administrative skills

Time management

Attention to detail

Research skills

Data entry

Scheduling

Communication

Confidentiality

Tools

Google Workspace

Google Calendar

Calendly

Gemini AI

Spreadsheets

WhatsApp

Slack

Job description

Asiatel Outsourcing (ATOI) is the first Philippine-founded outsourcing company listed on the TSX Venture Exchange. As we continue to experience exceptional growth, we are looking for top-tier talent to join our dynamic team. We remain committed to fostering a culture of excellence, innovation, and career growth.

We are seeking a highly organized, reliable, and proactive Admin Assistant & Operations Coordinator to support the day-to-day administrative and operational requirements of the business. The role will focus on general administration, coordination, documentation, scheduling, task monitoring, and ad hoc business support. The successful candidate will help ensure routine activities are organized, information is properly maintained, and administrative and operational tasks are completed accurately and on time.

The position supports multiple areas of the business and requires someone who is comfortable handling a variety of tasks and adjusting priorities based on daily operational needs.

Key Responsibilities

1. General Administration

• Handle day-to-day administrative tasks and general office coordination.
• Maintain and organize electronic files, records, documents, spreadsheets, and shared folders.
• Prepare and update basic reports, trackers, lists, and other business documents.
• Assist with data entry, document preparation, and information management.
• Draft routine emails, follow-ups, confirmations, and other business correspondence.
• Monitor shared inboxes and route inquiries or requests to the appropriate person.
• Coordinate meetings, appointments, and schedules when required.
• Take meeting notes and track agreed action items when needed.
• Follow up on outstanding administrative tasks and deadlines.
• Perform online research and compile information into clear summaries or comparison tables.
• Assist with other ad hoc administrative tasks based on business requirements.

2. Sales & Client Administration

• Monitor and organize incoming sales and client inquiries.
• Filter spam or irrelevant inquiries and route genuine requests appropriately.
• Assist with scheduling product demonstrations, client calls, and other appointments.
• Send confirmations, reminders, and routine follow-ups.
• Gather basic background information on prospective clients when required.
• Maintain and update records of inquiries, appointments, follow-ups, and pending actions.
• Assist with preparing basic information or documents required for meetings and client discussions.
• Provide general administrative support to the sales process as needed.

3. Operations & Team Coordination

• Assist with coordinating routine administrative and operational requests from the team.
• Maintain trackers for tasks, deadlines, pending items, and other operational activities.
• Follow up with relevant team members on outstanding information or action items.
• Help coordinate internal meetings, schedules, updates, and documentation.
• Assist with organizing and maintaining operational records and processes.
• Identify overdue or incomplete administrative items and follow up accordingly.
• Escalate important issues or delays to the appropriate person when necessary.
• Support day-to-day workflow coordination across different areas of the business.
• Complete other ad hoc administrative and operational tasks as assigned.

Candidate Profile & Requirements

• Experience: Minimum of 2–3 years of experience in an Administrative Assistant, Office Administrator, Operations Assistant, Operations Coordinator, Virtual Assistant, or similar role.
• Administrative Skills: Strong organizational, documentation, data entry, scheduling, and follow-up skills.
• Technology: Comfortable using Google Workspace, Google Calendar, Calendly, Gemini AI, spreadsheets, and communication platforms such as WhatsApp and Slack.
• Communication: Strong written and verbal English with the ability to communicate professionally with team members, clients, and other stakeholders.
• Attention to Detail: Able to maintain accurate records and identify missing information, pending tasks, or deadlines.
• Research Skills: Comfortable conducting online research and presenting findings in a simple and organized format.
• Time Management: Able to prioritize multiple administrative tasks and meet deadlines with minimal supervision.
• Adaptability: Willing and able to handle different tasks depending on the day-to-day needs of the business.
• Confidentiality: Able to handle internal, client, and business information professionally and confidentially.

We are looking for someone who is organized, dependable, detail-oriented, and flexible. The role involves handling day-to-day administrative tasks while also being ready to assist with unexpected or ad hoc requests when needed.

The ideal candidate should be proactive, responsible, and able to take ownership of tasks from start to finish. You should be comfortable keeping records organized, following up on pending items, coordinating with different teams, and adjusting to changing operational needs.

Why Join Us?

• Work closely with a business owner and contribute directly to business growth and operational success.
• Gain exposure to diverse business functions, including executive support, operations, sales coordination, and process improvement.
• Be part of a dynamic, collaborative, and fast-growing organization where your contributions have a meaningful impact.