Operations Administrator I Hybrid

Cloudstaff; Philippines; On-site; PHP 246,000 - 424,000; Full time

Benefits offered by this job

Comprehensive health insurance

Flexible leave credits

Company-provided PC and fiber internet

Tech-on-Wheels support

Employee referral incentives

Career advancement opportunities

Job summary

Cloudstaff is seeking an organised Administration & Customer Service Coordinator in the Philippines to support day-to-day office operations and serve as a key contact for customers and suppliers.

You will enter orders, coordinate deliveries, manage invoices in Xero, and provide calendar/admin support to the Managing Director. Strong communication and meticulous records in SharePoint and Teams are essential.

Qualifications

• Previous experience in administration, customer service or office coordination.
• Strong communication skills and a professional, helpful manner when dealing with customers, suppliers and colleagues.
• Excellent organisational skills with the ability to manage competing priorities and follow tasks through to completion.
• High attention to detail when entering orders, preparing purchase orders, processing invoices and maintaining records.

Responsibilities

• Answer incoming calls, direct them to the right person, and take clear messages.
• Field general questions from customers and suppliers.
• Give customers updates on the status of their orders.
• Monitor the shared mailboxes daily; respond to, forward, and file emails promptly.
• Enter supplier invoices and sales invoices correctly in Xero, matched to the right job or PO; follow up on unpaid invoices.
• Keep records, files and documents organised in SharePoint; use Teams to communicate with the team; provide calendar and admin support to the Managing Director.

Skills

Customer service

Administration

Communication skills

Microsoft Outlook

SharePoint

Teams

Invoicing

Tools

Xero

Job description

Job Description

We’re looking for an organised, approachable Administration & Customer Service Coordinator to keep our day-to-day office operations running smoothly. You’ll be a key point of contact for customers and suppliers, handling enquiries, order updates and shared mailboxes while supporting purchasing, freight, invoicing and general administration.

You’ll work closely with the team to enter orders, follow up with suppliers, coordinate deliveries and maintain accurate records in our job system, Xero and SharePoint. You’ll also provide calendar and administrative support to the Managing Director. This role would suit someone who communicates clearly, pays attention to detail and enjoys keeping things on track.

Tasks

Phones and enquiries

• Answer incoming calls, direct them to the right person, and take clear messages.
• Field general questions from customers and suppliers.
• Give customers updates on the status of their orders.

Mailboxes

• Monitor the shared mailboxes daily.
• Respond to, forward, and file emails promptly.

Accounts admin

• Enter supplier invoices and sales invoices correctly in Xero, matched to the right job or purchase order.
• Follow up on unpaid customer invoices.

General admin

• Keep records, files and documents organised in SharePoint.
• Use Teams to communicate with the team.
• Provide calendar and admin support to the Managing Director.

Qualifications and Requirements

Nice to haves:

Orders and purchasing

• Enter customer orders into the job system.
• Prepare purchase orders for materials, parts, and services.
• Follow up with suppliers on order confirmations and delivery dates.
• Match delivery dockets to purchase orders.
• Order office and workshop consumables.

Freight

• Book inbound and outbound freight.
• Prepare dispatch paperwork.
• Track deliveries and keep customers updated.

• Previous experience in an administration, customer service or office coordination role.
• Strong communication skills and a professional, helpful manner when dealing with customers, suppliers and colleagues.
• Excellent organisational skills, with the ability to manage competing priorities and follow tasks through to completion.
• High attention to detail when entering orders, preparing purchase orders, processing invoices and maintaining records.
• Confidence using Microsoft Outlook, Teams, SharePoint and other Microsoft 365 applications.
• Experience with job management systems, purchasing or freight coordination would be an advantage.
• Basic understanding of invoicing, purchase orders and accounts administration.
• Ability to work independently, use initiative and know when to elevate an issue.
• A reliable, team-focused approach and a commitment to providing good customer service.

Perks and Benefits

• Comprehensive health and life insurance starting on your 16th day of employment, including coverage for one free dependent
• Flexible leave credits that can be used for vacation, emergencies, and sick leave
• Exciting Mid-Year Parties with giveaways and cash prizes!
• Endless opportunities for career advancement
• We set you up for success with a company-provided PC/laptop and fiber internet connection
• Tech-on-Wheels support
• Join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and networking opportunities
• Unlimited cash incentives for successful referrals
• In-house psychiatrist available to support employees’ well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points – redeemable for useful items like appliances, kitchen gadgets, and more

CLOUDSTAFF: BUILD YOUR CAREER, ANYWHERE

Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

WHY CLOUDSTAFF IS THE #1 WORKPLACE?

• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.