Administrative Assistant

BMG Outsourcing Inc.; Mabalacat; On-site; PHP 223,000 - 391,000; Full time

Benefits offered by this job

Laptop + monitor

HMO

Team celebrations

Welcome gift

Coffee session onsite

Shuttle service

Meals and snacks

Vacation/leaves

DOLE mandated leaves

Job summary

BMG Outsourcing is seeking a highly organized Administrative Assistant to support day-to-day operations, including administration, customer service, purchasing, bookkeeping, and quality assurance.

You will work with Management, Technical, and Administration Teams to ensure inquiries are handled professionally, quotes processed, purchases coordinated, and financial records maintained with accuracy.

Qualifications

• Experience with Microsoft 365 suite and Xero accounting software.
• Strong customer service and telephone support experience.
• Excellent organizational and data-entry accuracy.

Responsibilities

• Answer calls promptly and handle client inquiries or direct to the right team.
• Provide high-quality customer service to clients, suppliers and internal teams.

Skills

Microsoft 365

Xero

Customer service

Organizational skills

Education

Relevant tertiary qualification

Job description

About the role

BMG Outsourcing is seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support the smooth day-to‑day operations of our client's business. This role offers a diverse range of responsibilities across administration, customer service, purchasing, bookkeeping, financial administration, and quality assurance. You will work closely with Management, Technical, and Administration Teams to ensure client enquiries are handled professionally, approved quotes are processed efficiently, purchases are coordinated accurately, financial records are maintained and completed service tickets are reviewed before closure.

Key responsibilities

• Answer incoming telephone calls promptly and professionally, gather relevant information, and handle client enquiries appropriately by resolving routine matters or directing requests to the appropriate
  team member.

• Provide a consistently high level of customer service through clear, professional, and timely communication with clients, suppliers, and internal teams.

• Convert approved quotes into the appropriate sales and job records and coordinate the ordering of hardware, software, subscriptions, and other items required for client jobs.

• Monitor supplier orders and deliveries, maintain accurate purchasing records, and communicate with suppliers and internal team members regarding order status, delays, or discrepancies.

• Perform bookkeeping and routine accounting tasks, including bank and supplier reconciliations, payment checking, receipt allocation, accounts payable, and processing approved supplier invoices.

• Process invoices, purchases, payments, banking, and other routine financial transactions accurately and within required timelines.

• Review completed service tickets before closure to ensure work has been properly recorded; notes are clear, required items have been supplied, and all labor, products, and other billable charges have been captured correctly.

• Identify incomplete, inaccurate, or inconsistent information and proactively follow up with the appropriate team member to resolve issues.

• Escalate client, purchasing, financial, or ticketing concerns when required and ensure issues are followed through to resolution.

• Maintain accurate and well-organized electronic files, operational records, purchasing documentation, and financial records in accordance with business procedures.

• Support day-to-day office administration, including frontline client service, office coordination, receipt and dispatch of goods, data entry, and executive or team support as required.

• Contribute to the review and continuous improvement of administrative, purchasing, bookkeeping, and service ticket processes.

• Follow established procedures while taking initiative to resolve routine administrative matters and identify opportunities to improve workflows.

• Perform other reasonable duties within the scope of office administration and business support as required.

About you

• Relevant tertiary, TAFE, business administration, bookkeeping, or accounting qualification is desirable but not essential.

• Demonstrated experience in office administration, business support, or a similar coordination role.

• Previous experience providing professional telephone and customer service support to business clients.

• Experience processing approved quotes or sales orders and coordinating purchases with suppliers.

• Practical bookkeeping experience, including account reconciliations, payment checking and allocation, accounts payable, and accurate financial data entry.

• Experience working within an IT services, managed services, or other fast-paced professional services environment is advantageous.

• Experience using quoting, procurement, inventory, or service ticketing platforms is desirable.

Technical Skills:

• Confidence using Microsoft 365 applications and the ability to learn new accounting, quoting, procurement, inventory, and service management systems.

• Experience using Xero accounting software is preferred

Non-Negotiables:

• Strong attention to detail, particularly when reviewing service tickets, job records, timesheets, products, transactions, and billable charges for accuracy and completeness.

• Strong organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.

• Excellent written and verbal communication skills with a professional telephone manner.

• Sound judgement and the ability to determine when routine enquiries can be resolved independently and when matters need to be escalated.

• Ability to work autonomously, prioritize tasks, solve routine problems, and take ownership of follow-up actions.

• Strong commitment to confidentiality, accuracy, accountability, and continuous improvement.

Benefits

• Company-provided laptop + second monitor

• Free HMO

• Monthly Team Gratitude Celebrations, Year-end Party, & Summer Outing

• Welcome gift on Day 1

• Coffee session on Day 1 (for onsite employees)

• Company Shuttle Service

• Free Meals and Snacks

• Generous vacation days, holidays, and sick leave

• DOLE Mandated Leave (Paternity Leave, Maternity Leave, 7 days SOLO Parent Leave, Magna Carta Leave, etc.)

About us

BMG Outsourcing is one of the well-respected Australian-owned Outsourcing Companies with offices in Clark and Sydney, providing high-quality services to clients and promising careers to its employees.