Administrative Assistant

Job Description: Administrative Assistant

Client: NSW Fire Extinguisher Services Pty Ltd
Location: Manila, Philippines (remote/outsourced)
Reports to: Business Owner / Operations Lead (All-Flow Fire Protection)

Purpose

Provide administrative and coordination support to NSW Fire Extinguisher Services Pty Ltd, managing customer and strata communication, quoting support, reporting, and inspection scheduling, so the on-the-ground team can focus on servicing and compliance work.

Key Responsibilities

• Liaise with strata managers and building management on scheduling, service confirmations, and general enquiries
• Respond to customer and strata email enquiries in a timely, professional manner
• Must Have- Use Uptick job management/quoting software to support day-to-day operations
• Create and send service reports, compliance certificates, and job summaries to clients and strata managers
• Assist with preparing and following up on quotes for servicing, inspections, and installation work
• Follow up with clients and strata managers to book and confirm inspection appointments
• Maintain and update job and customer records, ensuring information is accurate and current
• Track recurring service and certification due dates (e.g. annual fire safety statements, 6-monthly testing cycles) and flag upcoming bookings
• Support invoicing and basic bookkeeping coordination as required
• Maintain confidentiality of client and building information

Requirements

• 2+ years' experience in an administrative, customer service, or coordination role, ideally within trade services, property/strata, or facilities management
• Strong written and verbal English communication skills
• Proficiency in Microsoft Office (Outlook, Excel, Word); experience with trade job management/quoting software highly regarded
• Highly organised, with the ability to manage multiple bookings, quotes, and follow-ups simultaneously
• Comfortable liaising directly with Australian clients and strata managers
• Associate or bachelor's degree in business administration or related field preferred, not essential with relevant experience

Join the A-Team and experience the A-Life!