Administrative Assistant

Acquire Intelligence; Quezon City; Remote; PHP 300,000 - 420,000; Full time

Job summary

Acquire Intelligence is seeking an Administrative Assistant to provide coordination support for NSW Fire Extinguisher Services Pty Ltd in Manila, working remotely for Australian clients. You will handle scheduling, client communications, quotes, reports, and basic bookkeeping tasks to keep the on-site team focused on service and compliance work.

Ideal candidates have 2+ years in admin or customer service, strong English, and proficiency with Microsoft Office.

Qualifications

• 2+ years in administrative, customer service or coordination roles.
• Strong written and verbal English communication.
• Proficiency in Microsoft Office; experience with job management/quoting software is a plus.
• Highly organized with ability to manage multiple bookings and follow-ups.

Responsibilities

• Liaise with strata managers and building management on scheduling and enquiries.
• Respond to customer and strata emails in a timely, professional manner.
• Use Uptick job management/quoting software to support day-to-day operations.
• Create and send service reports, certificates, and job summaries to clients.
• Assist with quotes for servicing, inspections, and installation work.
• Follow up to book and confirm inspection appointments.
• Maintain and update job and customer records.
• 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

Microsoft Office

Organised

Customer service

Education

Associate or Bachelor's in business administration

Tools

Outlook

Excel

Quoting software (Uptick)

Job description

We're an award-winning global outsourcer providing contact center and back office services on behalf of our global clients. Come work at a place where innovation and teamwork come together to support the most exciting missions in the world!

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

Join the A-Team and experience the A-Life!