Operations and Admin Officer | AU | Hybrid
Job Location:
National Capital Region - Philippines
Monthly Salary:
Experience Required:
Posted:
Application Deadline:
Vacancies:
Job Summary
- 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 escalate 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 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; escalate 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.
- Experienced operations coordinator project administrator or senior business-support professional.
- Strong written and spoken English sound judgement and confident follow-up skills.
- Able to manage varied priorities and take ownership without waiting for step-by-step instructions.
- Comfortable working across customers suppliers warehouse staff technicians and contractors.
- Experience with Australian SMEs inventory/order systems project coordination logistics or WHS administration is highly regarded.
- Working knowledge of Xero is useful. Experience working with CRM IMS Service and Project management software is a bonus.
- HMO Dental and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents).
- Paid Leaves: Birthday Vacation Medical and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary).
- Employee Engagement Activities: Year-End Party Family Day Team Building and more!.
Required Skills:
Requirements/Skills Needed: 3 years of PA/EA experience preferably working with business owners or across multiple brands. Strong communication and people management skills. Competent with email Google Workspace and CRMs. Familiar with basic bookkeeping processes and software like MYOB (preferred). Reliable detail-oriented and excellent with follow-through. Additional Job Details: Set-up and Location: Onsite- Ortigas Work Schedule: 8:00 AM to 05:00 PM AEST (06:00 AM - 03:00 PM PH Time) Employment Type: Full-time All interviews and other hiring requirements are done virtually or through video calls or emails. Benefits Join Us and Enjoy! HMO Dental and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents) Paid Leaves: Birthday Vacation Medical and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary) Employee Engagement Activities: Year-End Party Family Day Team Building and more! Why Join Staff Domain At Staff Domain we are not just another staffing companywe are rapidly growing and transforming the way businesses leverage global talent. We offer a vibrant and collaborative work culture that thrives on innovation excellence and continuous learning. With offices in the Philippines South Africa India and beyond we are a truly global company that embraces diversity and encourages the sharing of ideas. We take pride in our dynamic and supportive work environment where youll have access to cutting-edge technology and tools to help you excel in your role. As a member of our team youll be part of a high growth organization that invests in its people and offers exceptional opportunities for career advancement. Staff Domain is the perfect place for driven ambitious individuals who are eager to make an impact in a rapidly expanding industry. Join us as we shape the future of global staffing solutions!
