Admin Staff | Work From Home | Day Shift | Day 1 HMO

Emapta; Metro Manila; Remote; PHP 240,000 - 480,000; Full time

Benefits offered by this job

Day 1 HMO coverage with free dependent

Competitive Salary Package

Day Shift Schedule

Permanent WFH arrangement

Fixed weekends off

Salary Advance Program

Emapta Academy courses

Gym access

Lifestyle perks

Referral incentives

Government and Emapta benefits

20 annual leaves (including cashable 5

Job summary

Emapta in the Philippines is seeking an Admin Staff to support Australian retail contracts via Trello workflows, order administration, and supplier coordination. This full-time role offers a permanent WFH setup, day shift with weekends off, and growth opportunities within Emapta's global talent community.

You will handle Trello task management, create and maintain purchase orders, verify supplier confirmations, and ensure proper documentation across ALDI contracts.

Qualifications

• Bachelor's degree in any field.
• 2–3 years of admin, order coordination, or related experience.
• Strong organizational skills, attention to detail, and ability to meet deadlines.
• Proficient in spreadsheets and online platforms; ability to learn company systems.
• Excellent written communication and supplier coordination.

Responsibilities

• Monitor Trello for tasks and update statuses.
• Create and maintain FOB/PO/SO records and save documents.
• Record supplier confirmations and invoices for payment.
• Manage product specifications and packaging data.
• Coordinate with suppliers in China and internal teams.
• Ensure documentation and compliance per procedures.
• Support training and process improvement.

Skills

Bachelor's degree in any field

Admin experience

Order coordination

Strong organizational skills

Attention to detail

Excel

Supplier coordination

Written communication

Education

Bachelor's degree

Tools

Trello

Spreadsheets

ALDI systems

Job description

Make Every Detail Count in Bringing Global Learning Resources to Life

Behind every successful product launch is an administrative professional who keeps operations on track. Become an Admin Staff professional at Emapta and support Australian retail contracts through Trello workflows, order administration, and supplier coordination. Contribute to reliable product delivery, strengthen international business operations, and pursue a stable global career with continuous learning among Emapta's top 1% talent community.

Job Overview

• Employment Type: Full-time
• Shift: Day Shift, Weekends Off
• Work Setup: Work From Home

Exciting Perks Await!

• Day 1 HMO coverage with free dependent
• Competitive Salary Package
• Day Shift Schedule
• Permanent WFH arrangement
• Fixed weekends off
• Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with minimum of 6 months company tenure.)
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit: https://emapta.com/training-calendar/)
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

The Qualifications We Seek

• Bachelor's degree graduate in any field.
• At least 2 to 3 years of relevant experience in administration, order coordination, or a related field
• Strong organizational skills, attention to detail, and ability to follow tasks through to completion
• Ability to manage multiple tasks, prioritize workloads, and meet deadlines
• Excellent written communication skills and confidence in coordinating with suppliers to obtain required information
• Ability to follow established procedures, maintain accurate records, and handle confidential business information appropriately
• Proficiency in spreadsheets, electronic filing systems, and online platforms, with a willingness to learn company-specific systems
• Strong collaboration skills, proactive communication, and sound judgment to seek clarification or elevate issues when necessary

Your Daily Tasks

Trello Task & Workflow Management

• Monitor Trello for assigned tasks, including those automatically generated or allocated when contracts reach specified stages or milestones.
• Complete routine and delegated tasks according to Trello instructions, established procedures, and deadlines.
• Update task statuses and progress records, and mark tasks as complete once all required work is finalized.
• Track upcoming deadlines and follow up on outstanding information or actions required to complete assigned tasks.
• Escalate issues, discrepancies, delays, and decisions that require approval to the appropriate manager.

Contract & Order Administration

• Create and maintain Free on Board (FOB) order spreadsheets for relevant ALDI contracts.
• Request the creation of purchase orders (POs) and sales orders (SOs), and save supporting documents in designated FOB spreadsheet folders.
• Download ALDI purchase orders and record PO numbers in the relevant FOB spreadsheets and orders in ASW.
• Verify supplier sales confirmations (SCs) or pro forma invoices (PIs) against FOB spreadsheets, obtain approvals as required, and save documents for accounts payment.
• Collect and maintain product specifications, packaging details, and order information required for contract administration.

Product Compliance & Documentation

• Complete Packaging Collection Forms with accurate product and packaging information.
• Process Australian Recycling Logo reports upon receipt and maintain relevant documentation.
• Access the ALDI APP portal to download, review, and upload required documents.
• Organize and save supporting documents in designated electronic folders for accurate records and easy retrieval.
• Ensure compliance with product documentation requirements and established procedures.

ALDI Systems & International Product Administration

• Maintain accurate product information across ALDI product portals.
• Update relevant records and spreadsheets to reflect current contract details and order information.

Testing & Inspection Coordination

• Schedule Final Random Inspections (FRIs) according to contract requirements and established procedures.
• Coordinate administrative information and documentation required for product tests and inspections, and follow up on outstanding items as directed.

Supplier & Internal Communication

• Communicate with suppliers in China to request, clarify, and follow up on product specifications, packaging details, documentation, and other assigned requirements.
• Maintain clear, professional, and timely written communication with suppliers and internal colleagues.
• Escalate commercial decisions, significant discrepancies, quality or compliance concerns, and matters beyond delegated authority to the appropriate manager.

Invoice & Cost Administration

• Save Technical Service Provider (TSP) invoices in designated folders and forward them to the nominated contact for payment.
• Record TSP invoice costs in relevant spreadsheets to maintain accurate cost records and support expense tracking.

Training & Support

• Participate in manager-led training on ALDI processes, internal systems, documentation requirements, and Trello workflows.
• Apply acquired knowledge, follow documented procedures, and seek clarification whenever necessary.
• Develop proficiency and confidence to complete assigned administrative tasks independently.

Scope & Decision-Making

• Complete assigned administrative tasks and routine follow-ups within established procedures and delegated authority.
• Refer commercial decisions, approvals, and material changes to contract information to the relevant manager.
• Escalate significant compliance, quality, or logistics issues for appropriate review and approval.

About the Client

Our client is a leading Australian provider of educational resources, toys, and learning solutions, serving schools, childcare centers, and retailers across Australia and New Zealand. They specialize in product development, international sourcing, wholesale distribution, and retail partnerships. Their diverse portfolio includes STEM resources, educational toys, classroom furniture, art supplies, and sports equipment. Through global supplier networks, trusted brand partnerships, and a commitment to quality and innovation, they help educators create engaging learning environments that inspire creativity, curiosity, and lifelong development.

Join the Top 1% Talent. A better career. A better life.

Welcome to Emapta Philippines: home to professionals who choose growth, balance, and impact. Recognized as one of HR Asia's Best Companies to Work For in Asia 2026 for the fifth year in a row and winner of Inspiring Workplaces Australasia 2026, Emapta offers more than opportunities -- it provides a career environment where people thrive. Collaborate with global teams, build meaningful expertise, and grow in a culture that prioritizes both performance and well-being.