Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
The Role
We're seeking a
Service Administrative Support. You'll be the central hub keeping service operations running smoothlymanaging communications, coordinating schedules, and ensuring documentation is complete and accurate. Detailoriented professionals who thrive on organization and multitasking will excel here. The role spans service coordination, reporting, and operational support, making you a key partner in delivering reliable outcomes.
Location: Must be in the Philippines Remote.
Timezone: Monday to Friday: 8AM 5PM PST / 11PM 8AM Philippine Time
Employment: Full Time
Requirements
- 2+ years of administrative, service coordination, or operations support experience preferred
- Strong organizational skills and attention to detail
- Ability to manage multiple priorities and deadlines
- Proficiency in Microsoft 365 or equivalent business software
- Experience with service management software or ERP systems preferred
- Strong written and verbal communication skills
- Self-starter with the ability to work independently
- Comfortable working in a fast-paced operational environment
Responsibilities
Service Communications
- Manage and monitor the Service Email inbox, as well as the Service Manager's individual inbox
- Answer and route incoming service-related phone calls
- Send service confirmations and customer follow-ups
- Collect required customer documentation and signatures
Scheduling & Coordination
- Schedule service, inspection jobs and technician coordination
- Support job tracking and follow-up
- Coordinate subcontractors as needed
- Help ensure timely close-out of service-related items (e.g., permits and inspections)
- Maintain calendar support for the Service Manager
Work Order & Documentation Management
- Manage and maintain the service report
- Create, update, and close service work orders
- Ensure technicians submit complete job documentation (notes, photos, time entries)
- Upload and organize service reports
- Track open vs. closed jobs and aging work orders
- Maintain compliance and permit documentation
Administrative & Operational Support
- Support billing documentation and service-related invoicing processes
- Assist with payroll data preparation and review of technician time entries
- Request and track vendor quotes
- Monitor open purchase orders
- Reconcile vendor invoices with work orders
- Assist with job cost documentation (labor and materials)
- Prepare meeting agendas and notes
- Maintain digital filing systems and service records
- Create and maintain basic SOP documentation
Inventory & Logistics Support
- Coordinate equipment shipments
- Track tool and equipment assignments
- Assist with scheduling technician vehicle maintenance
Reporting & Performance Tracking
- Update weekly service dashboards
- Pull operational reports (open jobs, response times, job status)
- Maintain KPI tracking spreadsheets
- Prepare data for service review meetings
- Prepare GMT service and inspections report
