Virtual Office Admin

Outsourcey; Taguig; On-site; PHP 335,000 - 469,000; Full time

Benefits offered by this job

Competitive salary

Career growth opportunities

Team collaboration

Job summary

Outsourcey is hiring an organized office administrator to join our team in the Philippines. You will support inside sales, manage orders, and maintain documentation, while ensuring accurate data entry and timely follow-ups.

The role emphasizes independent ownership of recurring tasks, strong Excel/Outlook skills, and professional communication with customers and manufacturers. Join a growing BPO-focused team with opportunities for development.

Qualifications

• Min 2 years of proven experience in office administration or similar roles.
• Strong organizational skills and ability to manage multi-step tasks from start to finish.
• Fluent English communication, both written and verbal.
• Proficient with Microsoft Excel, Outlook, and Adobe Acrobat.
• Experience supporting a sales team or in a manufacturer/ distributor setting is a plus.

Responsibilities

• Provide administrative support to sales and operations teams.
• Handle order tracking, status updates, and documentation.
• Manage electronic files, data entry, and file organization.
• Coordinate meetings, travel, and event logistics as needed.
• Maintain confidentiality of company and customer information.

Skills

Office administration

Sales support

Data entry

Adobe Acrobat

Excel

Outlook

Communication

Tools

Microsoft Excel

Outlook

Adobe Acrobat

Job description

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements:

• Learn and independently navigate multiple manufacturer websites, platforms, and online portals
• Log into manufacturer systems to locate and retrieve documents, reports, product information, pricing information, order information, and other required materials
• Download, edit, rename, organize, save, and distribute documents
• Maintain organized electronic files and ensure important documents can be easily located
• Complete weekly, monthly, and other recurring administrative responsibilities according to established schedules
• Take ownership of recurring tasks without requiring reminders from management
• Track deadlines and proactively ensure assignments are completed on time
• Distribute manufacturer documents, announcements, updates, and other information to appropriate team members
• Prepare, edit, combine, organize, and manage PDF documents using Adobe Acrobat
• Maintain spreadsheets and trackers using Microsoft Excel
• Perform accurate data entry and update company records as needed
• Manage administrative communications through Outlook
• Monitor shared information and ensure important requests are routed to the appropriate person
• Answer incoming phone calls when team members are unavailable or need additional coverage
• Take accurate messages, gather necessary information, and route inquiries to the appropriate team member
• Assist customers, manufacturers, and business partners with basic questions and information when appropriate
• Provide administrative support to inside and outside sales team members
• Assist with order tracking and order status updates
• Access manufacturer systems to research order status, availability, shipment information, and other updates
• Communicate order information and status updates to appropriate team members
• Maintain organized records of outstanding requests, orders, and follow-up items
• Follow up on open administrative items until they are completed
• Assist with preparing and organizing sales-related documents and materials
• Order business cards, labels, and other sales materials
• Coordinate orders for hard-copy line cards, catalogs, brochures, and other product literature
• Place and track literature orders from manufacturers
• Maintain records of sample requests, shipments, and outstanding items
• Assist with organizing product and manufacturer information for the sales team
• Provide backup administrative support for RGAs and return-related documentation
• Gather required information and assist with submitting and tracking return requests
• Maintain organized documentation related to returns and outstanding requests
• Coordinate schedules and calendars for market meetings, manufacturer meetings, sales meetings, and other business events
• Assist with Dallas Market meeting schedule coordination
• Organize meeting times, manufacturer appointments, calendars, and related information
• Coordinate hotel reservations and travel-related administrative details for Dallas Market, trade shows, and other industry events
• Research hotel options, maintain reservation information, and distribute travel details to team members
• Maintain organized schedules and documentation for upcoming trade shows and market events
• Assist with preparing documents, schedules, product information, and other materials needed for events
• Create and maintain spreadsheets for orders, samples, literature, meetings, events, manufacturer information, and other operational needs
• Maintain organized digital records across shared drives and company systems
• Review documents and information for accuracy before distributing or submitting them
• Identify missing information, incomplete requests, or outstanding tasks and proactively follow up
• Learn new software, manufacturer portals, and online systems as required
• Develop an understanding of recurring processes so they can eventually be handled independently
• Document processes and maintain basic instructions or checklists for recurring administrative responsibilities
• Communicate clearly with management and team members regarding completed tasks, outstanding items, and issues requiring attention
• Handle company, customer, manufacturer, pricing, and sales information with appropriate confidentiality
• Assist with additional office administration, sales support, order support, documentation, and operational projects as needed

Core responsibilities:

• Min 2 Years of Proven Experience in Office Administration, Administrative Support, Sales Support, Operations Coordination, Executive Assistance, or a similar role
• Strong organizational skills with the ability to manage complex, multi-step tasks from start through completion
• Ability to work independently and consistently follow through on recurring responsibilities without oversight or reminders
• Reliable, dependable, and capable of consistently meeting established deadlines
• Fluent English communication skills are required
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Proficient with Microsoft Excel, Outlook, Adobe Acrobat, and general data entry
• Comfortable learning and navigating new software, manufacturer portals, and online platforms
• Ability to download, edit, organize, save, and distribute digital documents
• Strong spreadsheet and document-management skills
• Comfortable researching information across multiple online systems
• Experience supporting a sales team or working within a manufacturers' representative, distribution, lighting, electrical, construction, or similar organization is a plus
• Experience with order tracking, sales administration, samples, product literature, or manufacturer coordination is preferred
• Ability to manage multiple deadlines and recurring responsibilities simultaneously
• Strong follow-up skills and willingness to take ownership of unresolved tasks
• Professional and comfortable answering business phone calls when needed
• Ability to communicate effectively with sales representatives, customers, manufacturers, and other business partners
• Strong problem-solving skills and ability to determine appropriate next steps independently
• Self-motivated and proactive in identifying responsibilities that need attention
• Comfortable performing both repetitive administrative tasks and changing day-to-day assignments
• Dependable, responsive, organized, and capable of becoming a trusted administrative resource for the entire team

Benefits: Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.