Office Administrator

Office Administrator

Job Overview

Our client is an Australian off-grid power solutions business supporting customers with solar, battery, and energy storage solutions. They are looking for an organized and customer-focused Office Administrator to join their Philippines team.

The role will support customer administration, reception, customer calls, warranty and service coordination, and general office administration. The ideal candidate should have a strong combination of office administration and customer service experience, with excellent communication skills and the ability to proactively follow up on tasks.

Job Details

Work Setup: Office-based in Quezon City

*There may be an opportunity to transition to a hybrid setup after approximately 3–6 months, depending on performance and business requirements. Schedule: Thursday to Monday | 8:00 AM to 5:00 PM | Australian Eastern Standard Time / Melbourne time Holiday: Follow Australian holidays

Responsibilities

• Create and maintain accurate customer records.
• Update customer contact details, addresses, and account information.
• Monitor customer credit limits where required.
• Assist with credit limit review or increase requests and escalate credit decisions requiring management approval.
• Monitor and respond to routine administration emails.
• Direct enquiries to the appropriate team member where required.
• Follow up outstanding matters until they are completed.
• Answer incoming reception and general business calls.
• Assist customers with straightforward enquiries.
• Direct Sales, Accounts, Service, and other enquiries to the appropriate team member.
• Record and follow up messages or required actions.
• Coordinate the administrative side of warranty and service enquiries.
• Ensure service tickets are properly recorded, assigned, and kept up to date.
• Monitor aging or stalled tickets and follow up on required actions.
• Coordinate approved product returns and replacements.
• Provide customers with return instructions and follow up on outstanding returns.
• Coordinate with customers, the Service Team, and Warehouse on replacement progress.
• Maintain accurate ticket notes and status.
• Escalate technical matters to the appropriate technical team member.
• Help ensure completed warranty and service matters are properly closed.
• Assist the Australian and Philippines teams with general administrative tasks.
• Maintain records, documents, and basic reports.
• Assist with data entry and information checking.
• Support office organization and new administrative processes.
• Proactively follow up on outstanding administrative tasks.
• Provide technical support for basic enquiries after receiving additional training.

Qualifications

• At least 2 years of office administration experience.
• Strong customer service experience.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and a professional approach when dealing with customers.
• Highly organized and detail-oriented.
• Strong follow-through and ability to take ownership of administrative tasks.
• Comfortable managing multiple requests and following up with different teams.
• Able to maintain accurate records and information.
• Must be willing to be trained in basic technical support