Finance & Admin Coordinator - Data, Compliance & Ops

AAPMI2 Acquire Asia Pacific Manila 2, Inc.; Philippines; On-site; PHP 223,000 - 424,000; Full time

Job summary

Acquire Intelligence is an award‑winning, global outsourcer providing contact center and back‑office services for major clients. We seek an Administrative Officer to support day‑to‑day operations across multiple units, ensuring accuracy, confidentiality and timely delivery.

Responsibilities include handling scheduling, travel arrangements, document management, data entry, invoicing support, and liaison with banks, insurers, vendors and regulators.

Qualifications

• Proven experience as an Administrative Officer, Secretary, Executive Assistant, or similar role.
• Strong command of written and spoken English.
• Highly organized, detail-oriented, and self-motivated.
• Comfortable managing multiple tasks across different businesses.
• Able to handle confidential information with discretion and professionalism.
• Proficient in basic office tools (email, spreadsheets, document management systems).
• Reliable, proactive, and capable of working independently with minimal supervision.

Responsibilities

• Handle day‑to‑day administrative tasks across multiple business units
• Book appointments and services (e.g., vehicle servicing, truck maintenance, inspections)
• Coordinate flight bookings, travel arrangements, and related documentation
• Liaise with external service providers, suppliers, and government or regulatory bodies
• Complete and submit forms, applications, and documentation on behalf of the business
• Act as the main point of contact for insurance providers to ensure all company vehicles and assets are properly insured
• Follow up on renewals, documentation, and compliance requirements
• Communicate with banks, utility providers, vendors, and other relevant organizations
• Track progress and ensure timely resolution of administrative requests
• Maintain organized physical and digital filing systems for contracts, licenses, insurance documents, and correspondence
• Ensure documents are up to date, accurately filed, and easily retrievable
• Handle confidential information with strict adherence to data privacy and security standards
• Support Data Collection & Entry
• Collect financial data from invoices, receipts, expense claims, and bank statements
• Accurately enter and code transactions into the finance system
• Maintain organised, up-to-date records and flag any missing or inconsistent data
• Compile income and expense data to prepare the P&L statement
• Reconcile entered data against source documents (invoices, bank/supplier statements)
• Identify and resolve discrepancies; elevate unresolved items
• Maintain clear reconciliation records for audit purposes
• Ensure accuracy and completeness of all data provided to finance
• Assist with invoice filing, expense documentation, and month-end close support
• Provide administrative support to managers and business owners as assigned
• Monitor administrative task deadlines and proactively follow up on outstanding items
• Identify opportunities to streamline and improve administrative processes

Skills

Administrative experience

English proficiency

Organizational skills

Attention to detail

Discretion

Office software

Job description

Acquire Intelligence is an award‑winning, global outsourcer providing contact center and back‑office services for major clients. We seek an Administrative Officer to support day‑to‑day operations across multiple units, ensuring accuracy, confidentiality and timely delivery.

Responsibilities include handling scheduling, travel arrangements, document management, data entry, invoicing support, and liaison with banks, insurers, vendors and regulators.