Operations & Data Integrity Specialist

Vault Outsourcing OPC; Muntinlupa; On-site; PHP 300,000 - 420,000; Full time

Job summary

Vault Outsourcing is seeking a detail-oriented Operations Support Officer to strengthen our international client’s back-office functions in the Philippines. The role focuses on data accuracy, document management, financial administration, and maintaining reliable operational records.

You will perform data entry, prepare quotations and invoices, monitor payment statuses, and coordinate with finance, quality, and compliance teams.

Qualifications

• Previous experience in administrative support, data processing, back-office operations, or a similar role.

Responsibilities

• Provide administrative support across residential and commercial service programs.
• Prepare, process, and maintain business records, job information, and supporting documentation.
• Review job details, installation records, and supporting documents for accuracy and completeness.
• Maintain organised and up-to-date digital files and records.
• Prepare internal reports to support operational monitoring and decision-making.
• Perform accurate data entry and system updates across business platforms.
• Review quotations, job records, and installation details to ensure all required information is complete and correct.
• Identify discrepancies, missing information, and data errors, and coordinate corrections with the appropriate teams.
• Maintain accurate and accessible records to support internal audits and operational requirements.
• Prepare and process quotations and invoices based on approved job information.
• Record and reconcile payment information, including deposits.
• Monitor payment statuses and identify outstanding items requiring follow-up.
• Ensure financial records are updated accurately and handled in accordance with established procedures.
• Coordinate with internal teams, including finance, quality and compliance, and technical operations.
• Follow established procedures, work instructions, and system controls.
• Escalate issues involving incomplete information, conflicting records, or matters requiring management approval.
• Contribute to process improvements and help maintain efficient day-to-day operations.

Skills

Administrative support

Data processing

Back-office operations

MS Office (Excel, Word, Outlook)

Attention to detail

Time management

Communication skills

Confidential information handling

Business systems familiarity

Education

Bachelor’s degree in Business Administration or related field

Tools

CRM platforms

Job management systems

Billing software

Financial administration tools

Job description

Vault Outsourcing is seeking a detail-oriented Operations Support Officer to strengthen our international client’s back-office functions in the Philippines. The role focuses on data accuracy, document management, financial administration, and maintaining reliable operational records.

You will perform data entry, prepare quotations and invoices, monitor payment statuses, and coordinate with finance, quality, and compliance teams.