Facilities Admin Assistant (Simpro/FireMate Experience) | Onsite | Eastwood

Acquire Intelligence; Quezon City; On-site; PHP 279,000 - 446,000; Full time

Job summary

Acquire Intelligence in the Philippines is seeking an experienced administrative and coordination assistant to support customer and strata communications, quoting processes, reporting, and scheduling. The role enables the on-the-ground team to focus on servicing and compliance work.

You will liaise with strata managers, respond to inquiries, manage quotes and bookings, and maintain accurate records while ensuring confidentiality and professional English communication with Australian clients.

Qualifications

• 2+ years in admin, customer service, or coordination, ideally in trade services, property/strata, or facilities management.
• Fluent written and verbal English communication.
• Proficiency in MS Office; familiarity with trade job management/quoting software is a plus.
• Highly organized with ability to juggle bookings, quotes and follow-ups.
• Comfort liaising with Australian clients and strata managers.
• Degree in business administration or related field preferred, not essential with relevant experience.

Responsibilities

• Liaise with strata managers/building management on scheduling, service confirmations, and inquiries.
• Respond to customer and strata email inquiries professionally and promptly.
• Utilize Uptick for day-to-day operations; Simpro/FireMate experience is a plus.
• Create and send service reports, compliance certificates, and job summaries to clients and strata managers.
• Assist with quotes for servicing, inspections, and installations; follow up on quotes.
• Book and confirm inspection appointments with clients/strata managers.
• Maintain and update job/customer records accurately.
• Track due dates for recurring service and certification; flag upcoming bookings.
• Support invoicing and basic bookkeeping activities as required.
• Maintain confidentiality of client/building information.

Skills

Administrative coordination

Customer service

Professional English

Microsoft Office

Quoting software

Multi-tasking

Australian client liaison

Education

Associate or Bachelor's in Business Administration

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Uptick

Simpro or FireMate (experience)

Job description

Purpose

Provide administrative and coordination support, 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; experience with Simpro or FireMate can be considered

• 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

WHAT WE VALUE

We’re proud of our diverse global team, all working in a collaborative environment and happy to share these common values:

• Curious and Clever – Smart questions spark smart solutions

• Entrepreneurial Energy – Think like an owner. Solve like a founder

• Fast with Intent – We move fast and deliver real results

• Laugh and Learn – We don’t take ourselves too seriously, just our results