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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
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