Operations & Admin Specialist

Staff Domain Inc; Pampanga; Hybrid; PHP 391,000 - 614,000; Full time

Job summary

Staff Domain Inc is seeking a versatile operations coordinator to manage daily admin, customer and project administration for a small Australian import and distribution business. The role involves coordinating emails, quotations, purchases, warehouse tasks and contractor administration from a hybrid setup in Ortigas, Alabang, Pampanga or Cebu.

The position covers sales support, invoicing, data entry, and site safety documentation, with routine bookkeeper liaison.

Responsibilities

• Review priority emails, identify urgent matters and coordinate the required follow-up.
• Maintain a clear action list across sales, customer service, warehouse, purchasing and projects.
• Monitor open tasks, orders and deadlines, follow up responsible team members and escalated material delays or risks to the Director.
• Respond to routine staff, supplier, contractor and customer enquiries, or direct them to the appropriate person.
• Monitor staff availability and operational coverage, including leave and scheduling impacts.
• Identify recurring operational issues and recommend practical process improvements.
• Assist in the preparation and document control of customer quotations.
• Track open quotations and coordinate timely follow-up with customers and the business development team.
• Monitor sales orders and customer commitments, highlighting delays, missing information or unusual activity.
• Maintain current price lists, customer records, appointment schedules and reminders.
• Coordinate routine customer enquiries, complaints and service requests through to resolution.
• Maintain customer logins and user access for Philadelphia Scientific technology platforms.
• Enter and maintain accurate data for relevant online customer and company assets.
• Process customer invoices and job documents through their appropriate portals as required.
• Work with the warehouse team to monitor stock availability, backorders and purchasing requirements.
• Prepare and follow up purchase orders in accordance with approved requirements and limits.
• Liaise with suppliers regarding availability, lead times, freight, shortages and discrepancies.
• Investigate stock discrepancies and prepare supporting information for approved stock adjustments.
• Coordinate stocktake activities and ensure agreed corrections and follow-up actions are completed.
• Coordinate warranty claims with customers and suppliers and maintain the required DEAR/Cin7 records.
• Escalate significant stock shortages, supply-chain risks or warehouse issues to the Director.
• Maintain project schedules, action lists, documentation and status updates.
• Coordinate technician and contractor availability, customer bookings and access requirements.
• Administer customer and contractor portals, including job setup, required documentation and close-out.
• Coordinate site safety documentation, plans, permits and completion records.
• Check contractor time records against scheduled work and provide complete supporting information to the bookkeeper for invoice processing.
• Capture approved project cost information in the relevant operational system and flag missing or unusual items.
• Maintain document storage, naming conventions and version control for active and completed projects.
• Coordinate employee and contractor onboarding, induction and access to internal and customer portals.
• Maintain the WHS management system, registers, templates and supporting records.
• Coordinate workplace inspections, hazard reporting and corrective-action follow-up.
• Maintain training, competency, licence and compliance records and flag upcoming renewals.
• Maintain employee administrative records and process approved leave in the relevant system.
• Liaise with external WHS advisers, insurers, customers or regulators when directed.
• Arrange travel, accommodation, meetings, appointments and reminders.
• Maintain Monday.com or the nominated task-management system and keep records current.
• Administer company and customer SIM cards, subscriptions, data plans and other recurring services.
• Maintain the vehicle register and coordinate registration, servicing, repairs and roadside-assistance details.
• Coordinate routine building services and liaise with external IT support providers.
• Check that expense and purchasing documentation is complete and forward it to the bookkeeper; elevate policy exceptions for approval.
• Provide the bookkeeper with complete, accurate and timely operational records and supporting documents.
• Respond to operational queries and help resolve missing information or coding questions.

Job description

Staff Domain Inc is seeking a versatile operations coordinator to manage daily admin, customer and project administration for a small Australian import and distribution business. The role involves coordinating emails, quotations, purchases, warehouse tasks and contractor administration from a hybrid setup in Ortigas, Alabang, Pampanga or Cebu.

The position covers sales support, invoicing, data entry, and site safety documentation, with routine bookkeeper liaison.