Administration Officer

MicroSourcing; Philippines; On-site; PHP 201,000 - 335,000; Full time

Job summary

Supagas is seeking an Administrative Assistant to support branches, customer service and corporate teams, focusing on accurate order entry and efficient administrative duties.

You will process online, email and fax orders, open new customer accounts, manage changes, payments, and coordinate with Operations, Sales and Finance to resolve enquiries while maintaining accurate records.

Responsibilities

• Key orders received accurately and timely - online orders, email / fax orders
• Open new Customer accounts in Pronto and complete post account creation activities
• Update GSA & BSA resigns information in Pronto
• Balance batches for Branches in a timely manner
• Pass on all customer requests to the appropriate departments and employees as necessary
• Handle enquiries in a professional manner, ensure follow-through and finalize all enquiries
• Liaise with Customer Service Manager / Supervisor on all unresolved and dissatisfied customer issues that need to be escalated
• Ensure Customer retention where required via non-verbal communication
• Consult with Manager to develop and implement plans for improving and achieving service to all internal and external customers.
• Ensure all record keeping is correct and timely e.g. Customer notes etc.
• Show initiative to constantly improve personal knowledge of all gases
• Work in a team environment and work together and maximise the productivity of the team
• Other tasks assigned by Manager as required from time to time
• Customer requests are addressed efficiently, working with internal stakeholders such as Operations, Sales, and Finance teams to resolve issues

Job description

Job Description:

The primary purpose of this role is to support Supagas Branches, Customer Service and Corporate teams with all administrative duties with a special focus on keying orders

Role and Responsibilities

Key Accountabilities

• Embody the Supagas Safety Vision Think SAFE, Work SAFE, Live SAFE and Safety Expectations within all facets of the site and role
• Ensure a safe workplace for all staff, visitors and customers reporting all risks / hazards / incidents / near misses and accidents.
• Actively participate and facilitate safety risk assessments including Ready for Start-up Review (RFSR), HAZOP, MOC, HAZID and Design reviews
• Participate in the Emergency Response Plan (ERP) and help facilitate activities that are planned for the site.
• Understand the Supagas Critical Risks, the Controls and Enablers as per the Critical Risk Handbook and how they pertain to your role.
• Ensure all staff, visitors and contractors operate within Supagas safety rules including Permit To Work (PTW) requirements

Communication And Safety

• Communicate and promote the Supagas philosophy of customer satisfaction through the "Yes We Can" value commitment.
• Promote and encourage a Safety-First approach
• Have a clear understanding of the Safety Management System and ensure that all personnel under the control of this position have been trained in its operation
• Reporting all risks / hazards / incidents / near misses and accidents
• Removing or modifying any unsafe processes or systems
• Report any hazards or problems immediately to your Supervisor at all times

Administrative responsibilities

• Key orders received accurately and timely - online orders, email / fax orders
• Open new Customer accounts in Pronto and complete post account creation activities
• Update GSA & BSA resigns information in Pronto
• Ensure all additional location set up requests are actioned
• Ensure all additional products set up requests are actioned
• Ensure all change of details requests for address, phone etc are actioned
• Take first order payment where required
• Investigate and process manual adjustment requests
• Balance batches for Branches in a timely manner
• Pass on all customer requests to the appropriate departments and employees as necessary
• Handle enquiries in a professional manner, ensure follow-through and finalize all enquiries
• Liaise with Customer Service Manager / Supervisor on all unresolved and dissatisfied customer issues that need to be escalated if cannot be handled at the time
• Ensure Customer retention where required via non-verbal communication
• Consult with Manager to develop and implement plans for improving and achieving service to all internal and external customers.
• Ensure all record keeping is correct and timely e.g. Customer notes etc.
• Show initiative to constantly improve personal knowledge of all gases
• Work in a team environment and work together and maximise the productivity of the team
• Other tasks assigned by Manager as required from time to time

Customer and Stakeholder Collaboration

• Ensure customer requests are addressed efficiently, working with internal stakeholders such as Operations, Sales, and Finance teams to resolve issues