Commercial Project Assistant
Position Type: Full-time
Location: Philippines (Remote)
Schedule: 6AM to 3PM AEST or 7AM to 3PM AEST
Salary Range: Php 45,000 - Php 50,000
About the Company
Our client is a leading Australian design-led lighting business with a strong presence across major cities. They offer decorative, architectural, and custom lighting solutions for residential, commercial, and hospitality spaces. With a commitment to innovation, craftsmanship, and sustainable lighting design, the team collaborates closely with designers, architects, and developers to deliver premium lighting experiences.
About the Role
The Commercial Project Assistant plays a key supporting role in helping the business development and commercial teams manage lighting projects from start to finish. You'll provide essential administrative, operational, and customer service support across a wide range of commercial accounts — ensuring seamless coordination between clients, internal teams, and external partners.
This is a remote, fast-paced role, ideal for someone highly organized, detail-oriented, and proactive. You'll handle coordination and communication across the entire project lifecycle, allowing the sales team to focus on client acquisition.
Responsibilities
- Follow up on missing or delayed freight and coordinate with the warehouse team
- Manage warranty claims, including gathering necessary documentation (e.g., photos, videos)
- Maintain visibility across all active orders and update ETAs, flagging issues early
- Keep the CRM system up to date: clean records, track contacts, log deals
- Prepare and send small quotes and assist with product sourcing
- Manage the shared inbox, respond to customer inquiries, and send updates
- Send pro forma invoices and payment links; follow up on outstanding payments
- Support purchase order activations with wholesalers, builders, and contractors
- Provide tracking details, consignment numbers, and PODs as needed
- Assist in resolving order issues like short shipments, wrong goods, or damaged-in-transit items
- Coordinate returns with customers and the warehouse team
- Liaise with Procurement to track and update container deliveries
- Notify customers when orders are ready and follow up on delayed pickups
- Provide technical documentation (IES files, install sheets, warranty info, etc.)
- Create and send datasheets, submittals, and spec comparison sheets
- Offer pre-sales support during team absences or peak periods
Competencies and Qualifications
Must Have
- Previous experience in admin, customer service, or project coordination
- Strong written and verbal communication skills
- Proficient in Microsoft Office, especially Excel and Outlook
- Confident using CRM and project management tools
- Comfortable managing a shared inbox and juggling multiple platforms
- Able to prioritize and manage shifting deadlines and project timelines
- High attention to detail with a strong sense of ownership and accountability
Nice to Have
- Experience in quoting, logistics, or the lighting industry
- Background in supporting commercial teams (pre- and post-sales)
- Familiarity with handling technical documentation or product specs
Key Qualities
- Clear communicator – professional and responsive in both written and verbal communication
- Detail-oriented – keeps track of tasks and follows through without missing a beat
- Proactive – takes initiative to resolve issues and keep things moving
- Team player – collaborates well across teams and supports without needing constant direction
- Organized – able to manage multiple priorities in a fast-paced setting
- Tech-comfortable – confident using tools like CRMs, Excel, and shared inboxes
What We Offer
- 100% Remote Work – Work from anywhere in the Philippines.
- Career Growth Opportunities – Gain hands-on experience, and continuous learning.
- Collaborative & Innovative Team – Work alongside skilled professionals who value excellence.
Application Process
We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.
The interview process includes a Recruiter Interview, Client Interview, and Assessment. As part of the process, candidates complete a hands-on task during the technical interview. Throughout each stage, we keep you informed and provide feedback as quickly as possible, ensuring you feel valued and supported throughout your journey with us.
