Administrative Assistant

AAPMI2 Acquire Asia Pacific Manila 2, Inc.; Quezon City; Remote; PHP 279,000 - 502,000; Full time

Job summary

NSW Fire Extinguisher Services Pty Ltd in Manila is seeking an Administrative Assistant to provide coordination support for client communications, quotes, reporting, and scheduling, enabling the on-the-ground team to focus on service and compliance work.

You will liaise with strata managers and Australian clients, manage records in Uptick, prepare service reports and certificates, and support invoicing while maintaining confidentiality.

Qualifications

• 2+ years experience in administrative, customer service or coordination roles
• Strong written and verbal English communication skills
• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Highly organised with ability to manage multiple bookings, quotes and follow-ups
• Comfortable liaising with Australian clients and strata managers
• Associate or bachelor's degree preferred, not essential with relevant experience

Responsibilities

• Liaise with strata managers and building management on scheduling, service confirmations and enquiries
• Respond to customer and strata email enquiries promptly and professionally
• Use Uptick job management/quoting software to support day-to-day operations
• Create and send service reports, compliance certificates and job summaries to clients and strata managers
• Assist with preparing and following up on quotes for servicing, inspections and installation work
• Follow up with clients and strata managers to book and confirm inspection appointments
• Maintain and update job and customer records accurately
• Track recurring service and certification due dates and flag upcoming bookings
• Support invoicing and basic bookkeeping coordination as required
• Maintain confidentiality of client and building information

Skills

English communication

Organised

Customer service

Admin coordination

Education

Associate degree preferred

Bachelor's degree preferred

Tools

Microsoft Office

Uptick software

Job description

Job Description

Administrative Assistant Client: NSW Fire Extinguisher Services Pty Ltd

Location: Manila, Philippines (remote/outsourced)

Reports to: Business Owner / Operations Lead (All-Flow Fire Protection)

Purpose

Provide administrative and coordination support to NSW Fire Extinguisher Services Pty Ltd, managing customer and strata communication, quoting support, reporting, and inspection scheduling, so the on-the-ground team can focus on servicing and compliance work.

Key Responsibilities

• Liaise with strata managers and building management on scheduling, service confirmations, and general enquiries
• Respond to customer and strata email enquiries in a timely, professional manner
• Must Have- Use Uptick job management/quoting software to support day-to-day operations
• Create and send service reports, compliance certificates, and job summaries to clients and strata managers
• Assist with preparing and following up on quotes for servicing, inspections, and installation work
• Follow up with clients and strata managers to book and confirm inspection appointments
• Maintain and update job and customer records, ensuring information is accurate and current
• Track recurring service and certification due dates (e.g. annual fire safety statements, 6-monthly testing cycles) and flag upcoming bookings
• Support invoicing and basic bookkeeping coordination as required
• Maintain confidentiality of client and building information

Requirements

• 2+ years' experience in an administrative, customer service, or coordination role, ideally within trade services, property/strata, or facilities management
• Strong written and verbal English communication skills
• Proficiency in Microsoft Office (Outlook, Excel, Word); experience with trade job management/quoting software highly regarded
• Highly organised, with the ability to manage multiple bookings, quotes, and follow-ups simultaneously
• Comfortable liaising directly with Australian clients and strata managers
• Associate or bachelor's degree in business administration or related field preferred, not essential with relevant experience