Commercial Admin Assistant

Offsure Global Outsourcing INC.; Angeles; On-site; PHP 201,000 - 312,000; Full time

Job summary

Offsure Global Outsourcing INC. in Angeles City, Philippines, is seeking a Commercial Admin Assistant to support project administration and invoicing in an office-based setting.

The role requires a bachelor's degree in business administration and 2–3 years of relevant experience, with strong organizational and communication skills, and proficiency in Microsoft Office and project software. Office-based environment with teamwork across PM, sales and STS teams.

Qualifications

• Bachelor's degree in business administration or related field.
• 2–3 years of relevant experience preferred.

Responsibilities

• Invoicing: progress, final, and claim requests.
• Meeting minutes: create templates for customers as needed.
• Attend meetings when required.
• Check drawings against ITP; update drawings/ITP to reflect as-built status.
• O&M manuals: collect data sheets and procedures; compile manuals.
• Meet with Project Managers to obtain information; ensure ITPs/drawings are current.
• Track O&M manual comments and revise per feedback in Procore.
• Chase technicians for timesheets; coordinate approvals with PMs.
• Raise recurring maintenance jobs.
• Convert ITP data and As-Builts into maintenance checklists.
• Assist Project Managers with admin tasks (scheduling, purchase orders, contractor orders, forms, training docs, holidays).
• Assist Sales and STS teams with admin needs.
• Create how-to guides from provided videos.

Skills

Organizational skills

Multitasking

Excellent work ethic

Communication skills

Confident and personable

Proficiency with English

Education

Bachelor's degree in business administration

Tools

Microsoft Office

Visio

Bluebeam

Teams

simPro

Procore

Axis Site Designer

Aconex

Payapps

Job description

Job Title: Commercial Admin Assistant
Employment Type: Full-Time
Work Setup: Office-Based

Qualifications

• Bachelor's degree in business administration or any related field.
• Preferably with at least 2-3 years of relevant experience.

Must have

• Strong organizational skills with great attention to detail.
• Ability to multitask and manage time effectively.
• Excellent Work Ethic and Reliable
• Great communication skills both written and verbal.
• Confident and personable.
• Proficiency with English, Microsoft Office Suite (Word,
  Excel, PowerPoint, Outlook), Visio, Bluebeam, Teams, and
  simPro.

Nice to have

• Axis Site Designer, Procore, Aconex, and/or Payapps
• Basic understanding of security system and constructions
  industry concepts and terminology is a plus.
• Familiarity with project management tools and software

Responsibilities

• Invoicing
  - Progress Claims, Final Claims, Request for Claims
• Meeting Minutes (when required):
  - Creating meeting minutes templates for customers
• Attend meetings (when required)
• Checking drawings vs ITP to make sure they are accurate and updating the drawings and or ITP accordingly.
• O&M Manuals:
  - Collecting technical data sheets and operating procedures.
  - Compiling O&M Manuals
  - Meeting with Project Managers to get information from them.
  - Making sure ITP's and Drawings are updated to As Built status and if not updating them.
• Keeping track of O&M Manual comments:
  - Making changes to the O&M Manual as per the comments and resubmitting via Procore
• Chasing technicians for timesheets on Monday mornings and doing timesheets when required:
  - Following up with the Project Managers on approvals for technician's timesheets
• Raising recurring maintenance jobs
• Convert ITP data & As-Builts into Maintenance checklist
• Assisting Project Managers with Administration requirements as needed.Including but not limited to:
  - Scheduling for project managers - Purchase orders - Contractor orders - Sample submission forms - Training documents for End users - Scheduling techs for Public Holidays, RDO's, Annual Leave etc.
• Assisting Sales Team with Administration requirements as needed
• Assisting STS Team with Administration requirements as needed
• Assisting in creating how to guides based off of videos provided