Admin Assistant

Discover your 100% YOU with MicroSourcing!

Position: Admin Assistant

Location: SM CDO Downtown

Work setup & shift: Hybrid, Day shift

Why join MicroSourcing?

You'll Have

• Competitive Rewards*: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.
  
  

Your Role

• Operations & Job Management – Main Role
• Create and manage jobs in Simpro, ensuring all information is accurately uploaded
• Create and issue work orders
• Manage, organise, and correctly name all job documentation, including photos, videos, reports, and correspondence uploaded by trades
• Prepare job completion reports
• Prepare invoices accurately and on time for manager review and sign-off prior to sending
• Update job statuses daily and flag any delays or issues
• Assist with scheduling coordination, send reminders to trades, and check material availability prior to job scheduling
• Quality Control & Compliance
• Review the previous day's jobs to ensure all required information has been submitted (photos, notes, hours, checklists)
• Follow up on missing or incomplete information with trades
• Assist with customer satisfaction follow-ups
• Financial & Revenue Support
• Maintain accurate job cost records – uploading invoices/costs from suppliers
• Assist with operational reporting (invoiced vs completed jobs)
• Track and follow up on outstanding invoices
  
  

• Subcontractor & Workforce Management
• Send onboarding documentation and track subcontractor insurances and expiry dates
• Maintain an up-to-date subcontractor database
• Recruitment Admin Support
• Upload job advertisements, screen resumes, assist with interview scheduling, and support onboarding administration
• Asset & Resource Management
• Maintain asset register (vehicles, tools, equipment), track registrations, servicing, and maintenance schedules advice managers when due for payment/scheduling
• Communication & Inbox Management
• Assist with managing the admin inbox, prioritise emails, file/forward emails where required
• Systems & Process Improvement
• Assist with Simpro setup and optimisation, identify workflow inefficiencies, and help develop SOPs, templates, and checklists
• Reporting
• Prepare weekly operations reports covering jobs completed, invoiced, outstanding invoices, and missing information; flag risks or delays early to management
  

What You Need

Non-negotiables

• Experience in Simpro, NetSuite, or Oodo, or any similar platform, is preferred.
• Strong administrative and organisational skills with close attention to detail
• Strong written and verbal communication skills in English
• Ability to manage multiple tasks
• Proactive and solution-focused mindset
• Proficiency in Microsoft Office
  
  

Preferred Skills/expertise

• Basic understanding of invoicing and allocating costs (preferred)
• Experience in supporting construction, trades, or service-based businesses
• Experience using job management systems such as Simpro, AroFlo, ServiceM8, or similar (an advantage)
  
  

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit https://www.microsourcing.com/

• Terms & conditions apply