Administrative Assistant (HYBRID)

Cloudstaff Pty; Philippines; On-site; PHP 240,000 - 360,000; Full time

Job summary

Cloudstaff is seeking an Administrative Assistant to support day-to-day coordination and administration of jobs in the company’s job management system. The role ensures accurate records, timely updates, and smooth progression from scheduling to completion.

Key duties include managing work orders, coordinating with contractors and clients, handling invoices, and maintaining professional communication through Outlook and other office software.

Qualifications

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Clear written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Enter and manage work orders within the job management system.
• Coordinate with contractors prior to scheduled works to confirm job details.
• Follow up with contractors after job completion to ensure works are finalized.
• Upload and manage invoices within the system.
• Send job completion confirmation emails to clients.
• Maintain accurate and up-to-date job records.
• Manage and respond to emails via Outlook.
• Liaise with contractors and clients to ensure smooth job progression.
• Monitor job status and ensure timely updates are communicated.
• Provide general administrative support to the team as required.

Skills

Organizational skills

Time management

Attention to detail

Clear communication

Multitasking

Independent work

Client and contractor communication

Tools

Microsoft Outlook

Office software

Job management system

Job description

The Administrative Assistant supports the day‑to‑day coordination and administration of jobs within the company’s job management system. This role is responsible for maintaining accurate records, coordinating with contractors and clients, and ensuring that all jobs are properly managed from scheduling through to completion.

Key Responsibilities

• Enter and manage work orders within the job management system
• Coordinate with contractors prior to scheduled works to confirm job details
• Follow up with contractors after job completion to ensure works are finalized
• Upload and manage invoices within the system
• Send job completion confirmation emails to clients
• Maintain accurate and up‑to‑date job records
• Manage and respond to emails via Outlook
• Liaise with contractors and clients to ensure smooth job progression
• Monitor job status and ensure timely updates are communicated
• Provide general administrative support to the team as required

Key Skills and Attributes

• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Clear written and verbal communication skills
• Ability to manage multiple tasks and prioritize effectively
• Proficiency in Microsoft Outlook and general office software
• Ability to work independently while also supporting a team
• Professional and courteous approach when communicating with clients and contractors