Admin Specialist

Global Outsourcing Alliance Team, Inc.; Pasig; On-site; PHP 360,000 - 480,000; Full time

Job summary

The Global Outsourcing Alliance Team, Inc. is seeking an Administrator to support client services and WHS documentation workflows. You will manage a portfolio of clients, act as their primary contact for admin and WHS coordination, and assist with onboarding, proposals, and invoicing.

Prior experience with Australian clients is advantageous. You will report to the Senior Administrator and collaborate across documentation, compliance, and reporting activities to ensure timely delivery and

Qualifications

• 1–2 years in an administrative role.

Responsibilities

• Take ownership of an allocated portfolio of clients and manage their day-to-day administrative and WHS support.

Skills

Strong written and verbal English

Microsoft Office

SharePoint

Scheduling & time management

Attention to detail

Clear communication with Australian/US

Proactive self-starter

Document formatting

Canva or similar

Tools

SharePoint

Xero

Hubflo

MS Planner

MS Teams

CRM system

Job description

OVERVIEW

The Client is an Australian-based business providing outsourced workplace health and safety services to small and medium businesses.

We manage WHS systems, documentation and compliance for our clients on an ongoing basis, acting as an embedded part of their team rather than a one-off consultancy.

We are seeking an Administrator to support our client services and WHS documentation workflows as the business grows.

This role blends day-to-day client administration with meaningful WHS documentation, compliance and reporting support.

ROLE OBJECTIVE

Provide exceptional administrative support to stakeholders and manage a broad range of administrative deliverables - including keeping client accounts, WHS documentation and internal scheduling accurate and up to date.

You will manage your own allocated portfolio of clients, acting as their primary point of contact for day-to-day administrative and WHS coordination matters. Building strong, long-term relationships with your clients - and knowing their business inside and out - is central to this role.

The ideal candidate will have prior experience supporting an Australian-based business, particularly within the construction, trades, civil, industrial, or similar industries, and will be comfortable communicating with multiple stakeholders to support effective WHS administration.

Reports to: Senior Administrator

KEY RESPONSIBILITIES

Client Portfolio Management and Systems Administration

• Take full ownership of an allocated portfolio of clients and manage their day-to-day administrative and WHS support requirements
• Act as the primary point of contact for allocated clients, building trusted, long-term working relationships
• Develop a strong understanding of each client's business, site operations, industry, prioritries and WHS system
• Build long-term relationships with allocated clients, providing consistency and continuity as their dedicated point of contact
• Keep agreed WHS activities on schedule across your portfolio, proactively following up on outstanding items before they become overdue
• Respond to routine client queries in a friendly, professional manner
• Monitor client progress and emerging needs, escalating technical WHS matters, compliance risks, delays or other client issues to Senior Administrator when required
• Support client onboarding - account setup, proposals, contracts and invoicing
• Maintain and update client accounts across the CRM and other business systems
• Track licence, certificate and training renewal dates and follow up with clients ahead of expiry

WHS Documentation, Compliance & Onboarding

• Develop and administer structured client onboarding processes tailored to each client's business and industry
• Review, organise and standardise WHS documentation stored across client systems and locations
• Maintain controlled WHS documents, forms, templates, registers and site inspection records, including version control, distribution, archiving and retirement
• Administer SharePoint and other document management systems so records remain current, accessible and maintained in line with business, regulatory and client requirements
• Assist in preparing, formatting and reviewing SOPs, risk assessments, safe work method statements, policies and procedures, hazard identification activities under the guidance of the Senior Administrator / WHS Manager
• Coordinate client document review, approval and sign-off requirements with relevant stakeholders
• Assist with audit preparation and track findings, corrective actions and close-out requirements
• Monitor and track WHS compliance requirements across different stakeholders and organisations

Training, Records & WHS Reporting

• Coordinate WHS training, induction, competency, licence and certificate records, including renewal tracking and client follow-up
• Maintain incident, inspection, audit, action and compliance registers, ensuring supporting evidence is accurate and up to date
• Assist in preparing WHS reports, dashboards, data summaries and training reports for management review and client requirements
• Monitor action items arising from incidents, inspections, audits and management reviews, and follow up overdue actions
• Support the recording and reporting of hazards, near misses and non-conformances, escalating technical WHS matters to the Senior Administrator
• Identify opportunities to improve WHS systems, administrative workflows and documentation practices and assist with agreed improvements

Scheduling & Compliance Tracking

• Coordinate diaries and schedules for site visits, audits, and client meetings
• Keep internal task tracking (Hubflo boards, MS Planner/Teams) up to date and flag overdue items
• Support invoicing and payment reconciliation processes in Xero

General Business Support

• Assist with general administrative tasks as the business grows including but not limited to scheduling, correspondence, record management and documentation control.
• Support the team with document design and formatting
• Contribute ideas to improve internal processes and client experience

REQUIRED EXPERIENCE

• At least 1-2 years of experience in an administrative role
• Comfortable managing multiple clients and priorities at once
• Confident using cloud-based systems (Microsoft 365, portals/CRM, online forms)
• Experience in document control, with an understanding of document management and version control principles
• Experience supporting Australian businesses is highly desirable, particularly in constructions, trades, civil, industrial or similar industries

REQUIRED SKILLS

• Strong written and verbal English, with the ability to communicate clearly and professionally with Australian clients
• Document formatting and administration with Intermediate to advanced Microsoft Office skills, including proficiency in SharePoint or equivalent document management systems
• Basic design skills (Canva or similar)
• Scheduling, task tracking and management of competing priorities and deadlines
• Attention to detail and follow-through
• Strong organisational and time management skills, with the ability to manage multiple competing priorities and meet deadlines

KEY COMPETENCIES

• Proactive self-starter with a can-do attitude who takes full ownership and follows tasks through to completion
• Highly organised - efficiently prioritises, manages and delivers tasks and client commitments on time
• Strong attention to detail with a practical, solutions-focused approach
• Communication skills - conveys information clearly to clients and other stakeholders, both written and verbal
• Technological proficiency - understands emerging platforms and tools and is adept at using them for seamless collaboration and productivity
• Strong stakeholder management and coordination skills
• Ability to take direction and a genuine willingness to learn
• Comfortable asking questions and escalating when unsure
• Continuous improvement mindset - always looking for smarter, more efficient ways of working