Onsite Executive Assistant & Operations Support

CO Careers; Pampanga; On-site; PHP 391,000 - 603,000; Full time

Benefits offered by this job

HMO with prescription coverage

13th-month pay

Career growth programs

COol & flexible workplace

Job summary

Clark Outsourcing is seeking an organized Executive Assistant to support the General Manager and team onsite at the NEPO Office, Angeles City, Pampanga. The role centers on sales support, customer service, order processing and production coordination, guiding jobs end-to-end with accuracy and proactive follow-up.

The successful candidate will manage multiple tasks, maintain records across systems, and liaise with suppliers, customers, and internal teams.

Qualifications

• Previous experience in a Virtual Assistant, Executive Assistant, Administration or Customer Service role.
• Basic working knowledge of Adobe Illustrator, with ability to make simple artwork amendments, prepare logos and assist with basic product mock-ups.
• Understanding artwork preparation for garment decoration and merchandise production is highly regarded.
• Experience supporting an Australian-based business.
• Experience working with sales, order processing or production administration.
• Familiarity with inventory management, CRM or ERP systems.
• Experience coordinating with suppliers, manufacturers, or external service providers.
• Excellent written and verbal English communication skills.

Responsibilities

• Provide direct administrative support to the General Manager across day-to-day business activities.
• Prepare documents, spreadsheets, reports and presentations.
• Assist with data entry, maintaining records and updating internal systems.
• Monitor outstanding tasks and proactively follow up to ensure things are completed.
• Assist with documenting, developing, and maintaining internal procedures and processes.
• Provide general administrative support across the wider business as required.
• Assist with preparing and processing customer quotes, orders, and sales documentation.
• Enter and maintain customer and order information within internal systems.
• Assist with following up customer enquiries, outstanding quotes, and pending orders.
• Prepare customer correspondence, order confirmations, and general communications.
• Coordinate information between customers, the sales team, and other departments.
• Assist with maintaining customer records, pricing information, and product databases.
• Help ensure customer requests and sales opportunities are followed through in a timely manner.
• Provide administrative support throughout the production and fulfilment process.
• Assist with creating and processing purchase orders for suppliers and decorators.
• Liaise with suppliers and external decorators via email to obtain updates and information.
• Liaise between customers and Production Manager to follow up outstanding jobs and deadlines.
• Assist with tracking urgent orders from initial placement through to completion and dispatch. Help coordinate stock availability, product information and delivery requirements.
• Identify delays, outstanding information, or potential issues and bring these to the attention of the relevant team members.
• Maintain accurate job records and ensure information is updated across internal systems.
• Assist with general business projects and ad hoc administrative tasks.
• Prepare regular reports and spreadsheets to assist with business operations.
• Help maintain accurate customer, supplier, product, and inventory information.
• Assist with online store administration, including product information, pricing and order processing.
• Support website and digital administration tasks where required.
• Identify opportunities to improve administrative processes and efficiencies.
• Assist with preparing basic product mock-ups and merchandise visuals for customer presentations and approvals.
• Use Adobe Illustrator to make basic amendments to existing artwork, including resizing logos, adjusting layouts, and preparing files for production.
• Assist with preparing and organising artwork files for embroidery, screen printing, heat transfers and other decoration methods.
• Make minor artwork adjustments and revisions based on customer or internal feedback.
• Assist with preparing visual proofs and mock-ups for customer approval.

Skills

Executive support

Customer service

Sales support

Order processing

Production coordination

Data entry

English communication

Multitasking

Problem solving

Independent work

Tools

Adobe Illustrator

Microsoft Office

Job description

Clark Outsourcing is seeking an organized Executive Assistant to support the General Manager and team onsite at the NEPO Office, Angeles City, Pampanga. The role centers on sales support, customer service, order processing and production coordination, guiding jobs end-to-end with accuracy and proactive follow-up.

The successful candidate will manage multiple tasks, maintain records across systems, and liaise with suppliers, customers, and internal teams.