Service Administrator | WFO | CRK

Cloudstaff; Philippines; Hybrid; PHP 279,000 - 469,000; Full time

Benefits offered by this job

Health and life insurance

Company PC/Laptop provided

Fiber internet connection

Weekly perks for staff (coffee/meals/“

VIP lounge and game rooms

Job summary

Cloudstaff in the Philippines is seeking an Administrative Coordinator to support service quotations and work orders, coordinating with Operations, Service, Commercial, and Supply Chain teams to ensure a seamless customer experience.

You will manage customer data, issue accurate quotations, schedule preventive maintenance, chase purchase orders, and provide status updates. The role emphasizes accuracy, communication, and adherence to SLA.

Qualifications

• 1-2 years of experience in administration or office support.
• Knowledge of Microsoft Office applications.
• Strong attention to detail and accuracy in routine tasks.
• Good organizational and time management skills.
• Ability to follow instructions and work under supervision.
• Clear written and verbal communication skills.
• Ability to handle confidential information responsibly.
• Willingness to learn new systems, processes, and procedures.
• Knowledge of Microsoft Dynamics 365.
• Knowledge of Sage 500 and SM+ a plus.
• Basic understanding of accounting principles.

Responsibilities

• Field requests via phone, email and web for service and create Case, Quote, and Work Order.
• Prepare and send accurate quotations for customer service requests, including Field Service Repairs, Shop Repairs, and Preventative Maintenances.
• Maintain master customer data such as asset information, customer account information, customer contact, preferred channel of communication, etc.
• Proactively schedule preventative maintenance services according to SOP.
• Follow up with customers who have received quotations according to SLA to ensure receipt and determine if they would like to proceed with service.
• Follow up with customers to obtain Purchase Orders for services according to SLA; update quotations and work orders upon receipt of PO, including attaching PO to related records.
• Provide updates to customers on status of shop repairs according to SLA.
• Track open work orders pending parts; follow up with internal personnel on status; maintain status of work orders in system and provide updates to customers.
• Maintain service documentation. Notify Technicians on a weekly basis regarding missing paperwork.
• Positively impact cashflow by invoicing completed work orders.
• Assist Finance department with research for invoice disputes and inquiries. Confirm when credits are needed, seeking approval from appropriate supervisor as required.

Skills

1-2 years admin experience

Microsoft Office

Attention to detail

Organizational skills

Time management

Follow instructions

Clear communication

Confidential information handling

Willingness to learn

Accounting principles

Tools

Microsoft Dynamics 365

Sage 500

SM+

Job description

Job Description

Summary/objective

Coordinate with Operations, Service, Commercial, and Supply Chain Teams to provide a seamless customer experience through accurate and timely processing of service quotations and work orders.

Essential functions

• Field requests via phone, email and web for service and create Case, Quote, and Work Order.
• Prepare and send accurate quotations for customer service requests, including but not limited to, Field Service Repairs, Shop Repairs, and Preventative Maintenances.
• Maintain master customer data such as asset information, customer account information, customer contact, preferred channel of communication, etc.
• Proactively schedule preventative maintenance services according to SOP.
• Follow up with customers who have received quotations according to SLA to ensure receipt and determine if they would like to proceed with service. If applicable, adjust quotations based on customers’ needs and requirements.
• Follow up with customers to obtain Purchase Orders for services according to SLA; update quotations and work orders upon receipt of PO, including attaching PO to related records.
• Provide updates to customers on status of shop repairs according to SLA.
• Track open work orders pending parts; follow up with internal personnel on status; maintain status of work orders in system and provide updates to customers.
• Maintain service documentation. Notify Technicians on a weekly basis regarding missing paperwork.
• Positively impact cashflow by invoicing completed work orders.
• Assist Finance department with research for invoice disputes and inquiries. Confirm when credits are needed, seeking approval from appropriate supervisor as required.

Qualifications and Requirements

• 1-2 years of experience in administration, clerical work, or office support
• Knowledge of Microsoft Office applications
• Strong attention to detail and accuracy in routine tasks
• Good organizational and time management skills
• Ability to follow instructions and work under supervision
• Clear written and verbal communication skills
• Ability to handle confidential information responsibly
• Willingness to learn new systems, processes, and procedures
• Knowledge of Microsoft Dynamics 365
• Knowledge of Sage 500 and SM+ a plus
• Basic understanding of accounting principles

Perks and Benefits

Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
Superb and exciting Mid-Year Parties - with items to give away and cash prizes!
Endless opportunities for career advancement
Exclusive ATM inside the office for employee's convenience
We set you up for success with a company-provided PC/Laptop and fiber internet connection
Look forward to weekly office perks for work from office staff - Free Coffee, Meals and Beer Fridays!
Top notch workplace with first class VIP lounge and game rooms
Child friendly spaces to cater to the needs of employees with children, enhancing work-life balance
Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
International career growth and connections
Unlimited cash incentives for hired referrals
Mental Wellness Employee Assistance program through Lifeworks
In-house psychiatrist available to support employees' well-being
Become part of the Employee Share Units program
Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc
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.