Invoicing & Administration Support Specialist

Global Offshore Strategic Solutions Incorporated; Metro Manila; Remote; PHP 250,000 - 360,000; Full time

Job summary

Global Offshore Strategic Solutions Incorporated is seeking a detail‑oriented Administrative Specialist to handle invoicing, reporting, and financial administration for a growing Australian plumbing business. Using ServiceM8, you will turn completed jobs into accurate invoices and timely reports while supporting scheduling and dispatch.

You will provide professional customer service, manage calls, data entry, and communications with the Australian operations team, working from home with BYOE

Qualifications

• Minimum 2 years in invoicing, financial administration or administrative support.
• Strong written and verbal English communication and proofreading skills.
• Experience using ServiceM8 is highly desirable.
• Attention to detail and accuracy in invoices, reports and financial records.
• Confident handling inbound/outbound calls with professionalism.

Responsibilities

• Prepare, process and issue client invoices accurately for completed jobs.
• Write, prepare and send reports on completed jobs.
• Answer inbound calls, handle service requests and bookings.
• Make outbound calls to confirm appointments and provide updates.
• Schedule and dispatch plumbing jobs using ServiceM8.
• Deliver excellent customer service and maintain accurate call notes and job updates.
• Collaborate with Australian operations to ensure daily workflow efficiency.
• Perform data entry, email correspondence and client follow-ups.

Skills

Invoicing

Financial administration

Administrative support

ServiceM8

Excel

Attention to detail

Customer communication

Data entry

Scheduling

Dispatching

Tools

ServiceM8

Microsoft Office

Job description

About the Role

This role is primarily focused on report writing and invoicing for a growing Australian plumbing business, using ServiceM8 to keep job records, invoices and reporting accurate and up to date. Alongside this, the role assists with scheduling and dispatching jobs, and provides general administrative support as needed. This is a hands-on administration role focused on turning completed jobs into accurate reports and issued invoices without delay, while pitching in wherever else the business needs support.

Key Responsibilities

• Preparing, processing and issuing client invoices accurately and in a timely manner for completed jobs, and following up on any outstanding payments.

• Writing, preparing and sending reports on completed jobs.

• Answer inbound calls from customers, handling service requests, queries, and bookings.

• Make outbound calls to confirm appointments, follow up on pending jobs, and provide updates.

• Schedule and dispatch plumbing jobs using ServiceM8.

• Deliver excellent customer service in every interaction, maintaining professionalism and empathy.

• Accurately record all customer information, call notes, and job updates.

• Collaborate with the Australian operations team to ensure daily workflow efficiency.

• Perform administrative support tasks as required, including data entry, email correspondence, and client follow-ups.

General Support

• Provide general administrative support and assist with ad hoc tasks or projects as directed, to ensure the smooth day-to-day running of the business.

Requirements and Skills

Essential

• Minimum 2 years of experience in an invoicing, financial administration, bookkeeping or administrative support role.

• Strong written and verbal English communication skills, including confident proofreading and grammar for reviewing reports and correspondence.

• Previous experience using ServiceM8 is highly desirable.

• Strong attention to detail and accuracy when preparing invoices, reports and financial records.

• Confident handling inbound and outbound calls in a professional and friendly manner.

• Excellent organisational and time-management skills, with the ability to manage multiple tasks and prioritise effectively.

• Confident using Microsoft Office (particularly Excel) and general computer literacy.

• Ability to work independently, take ownership of assigned tasks, and communicate proactively when clarification or escalation is required.

Desirable (Nice to Have)

• Experience in a plumbing, trade, construction or other field-service environment.

• Previous experience preparing reports is highly desirable.

Hardware and Software Requirements (BYOD)

This is a work-from-home, bring-your-own-equipment (BYOE) role. Applicants are required to provide their own work dedicated equipment that meets the following Hardware and Software Requirements:

• Laptop Set up and Windows OS environment

• Minimum: Intel Core i5 | Recommended: Intel Core i7 and above, or similar

• Operating System: Windows 11 Home/Pro - 64-bit (Genuine)

• Memory: 8GB RAM or more

• Anti-virus installed on the device

• Internet: Minimum 100 Mbps (DSL/Fibre only). LTE accepted as backup connection only.

• Laptop battery: Must last at least 1 hour on a full charge

• Power backup required

• Headset with microphone and noise cancellation (Jabra or Plantronics recommended)

• Dual monitors required

Work-from-Home Setup

A quiet, dedicated and distraction-free workspace suitable for performing the role during working hours.