Administrative Assistant

Discover your 100% YOU with Beepo!

Position: AU Administrative Assistant

Location: Central Luzon

Work setup & shift: Remote | Day Shift

What's in it for you

Competitive Total Rewards (Compensation, Allowance, HMO, and Paid Time Off)

Employee Referral Program

Work Life Balance

Your Role

As an AU Administrative Assistant, you are responsible for:

Role Summary

Provides administrative, scheduling, and records management support to ensure accurate job tracking, compliance, and effective coordination between office and site teams.

Key Responsibilities Job & System Administration

• Maintain and update Ascora records for all jobs, including variations, materials, subcontractors, staff attendance, and job notes.
• Enter and update job details, purchase orders, and invoices.
• Maintain complete job folders with quotes, photos, reports, and correspondence.
• Track job progress, completion dates, outstanding items, and work order status.
• Record site instructions, variations, and material deliveries.

Scheduling & Coordination

• Assign and schedule new jobs and coordinate timelines.
• Liaise with strata managers, building management, residents, clients, and subcontractors regarding works.

WHS & Compliance

• Maintain Workplace Health and Safety records and compliance documentation.
• Prepare agendas and record outcomes for toolbox meetings.
• Manage records for business, employee, and subcontractor licences and insurances.

Asset & Resource Management

• Track company vehicles, tools, equipment, and materials, including maintenance records.

Communication & Email

• Manage email and phone correspondence with clients, subcontractors, and third parties.
• Monitor inboxes to ensure timely responses and follow-ups.

Microsoft Teams Administration

• Set up and maintain project channels, files, and document libraries.
• Schedule internal and external meetings via MS Teams.
• Upload and manage job documents and reports.
• Support communication between office and site teams using Teams tools.

General Administration

• Perform ad hoc administrative tasks to support office and project operations.

Qualifications:

• Minimum 12 years experience in an administrative support role.
• Strong organisational and multitasking skills.
• Clear written and verbal communication skills.
• Proficient in Microsoft Office and job management systems (e.g. Ascora).
• Able to work independently and collaboratively.
• High level of accuracy and attention to detail.

About Beepo

Beepo is a Probe Group company, a full-service Australian-owned outsourcing company, with a team of 15,000 across 6 countries the largest, and most diverse Australian-owned customer experience outsourcing provider.

Our Beepo office is located in Clark, Pampanga. We provide exceptional workforce support to clients all over the world. Our primary focus is to help businesses grow sustainably with the help of fantastic Philippine talent.

You will be supported by a great working environment, leading benefits, and an opportunity to meet your career goals. You will be able to apply your skills and innovative thinking to this role. This is an opportunity to grow your career quickly.

*Terms and conditions apply