Operations and Admin Officer | AU | Hybrid

Setup and Location: Hybrid, Ortigas, Alabang, Pampanga or Cebu Site

Work Schedule: 8:00 AM-5:00 PM (AU) | 6:00 AM-3:00 PM (PH Time)

Employment Type: Full-time

Ready to do work that actually excites you?

Coordinate the day-to-day operational, customer, sales-support and project-administration work of a small Australian import and distribution business. The role keeps actions moving, maintains accurate operational records and escalates issues to the Director. Routine bookkeeping and payroll remain with the existing bookkeeper.

What You’ll Do

You’ll be the kind of person who:

Daily Operations Coordination

• 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.
  

Sales & Customer Support

• 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.
  

Purchasing, Inventory & Warehouse Support

• 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.
  

Project & Contractor Administration

• 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.
  

WHS, Compliance & People Administration

• 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.
  

General Business Administration

• Arrange travel, accommodation, meetings, appointments and reminders.
  
• Maintain Monday.com 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.

Bookkeeper Interface

• 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.
  

Requirements

What You Bring

We’re looking for someone with:

• 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.
  

Benefits

Why You’ll Love Working Here 

• 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!.
  

Let’s Talk

If you’re thinking “this sounds like me”—it probably is. Click apply. We can’t wait to meet you.