Facilities Admin & Scheduling Coordinator

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

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.