Admin Assistant

Job Title (Job Code)

Dayshift | Fulltime | Makati (Hybrid Setup) | Iloilo Onsite

About The Role

We are seeking an Admin Assistant to provide remote administrative, scheduling, and customer service support. This role will help streamline operations, improve communication, and ensure smooth day-to-day functioning of maintenance and service work for our partner in the plumbing industry.

Why Cooee

Because we believe in the power of human connection. Because we are committed to flourishing human potential. Because we dream of a world where each one of us walks along the path to who we are and the best that we can be. This is Why we do What we do – ‘To be a part of transformation one person, one community, one business at a time.

We are One Team committed to investing in relationships fueled by trust and anchored on the One Shared Vision ‘to transform through connection’. We believe this is where the strength of Cooee and our partnerships lie – in having clarity and conviction in purpose.

What you’ll be working on:

Job Management Support

• Enter job requests into the Job Management System (e.g., Tradify)
• Monitor job statuses (In Progress, Rebook, Parts Required)
• Follow up with technicians for missing notes, timesheets, or photos
• Schedule reactive and programmed maintenance jobs
• Coordinate with plumbers and clients to confirm access and schedules
• Update and maintain job calendars
  
  
  

Customer Service & Communications

• Answer inbound phone calls
• Respond promptly to emails and web enquiries
• Send booking confirmations and reminders
• Follow up with clients for access, approvals, or feedback
• Notify clients of technician ETAs or delays
  
  
  

Job Documentation & Compliance

• Upload job notes, photos, and documentation to JMS
• Track completion of compliance forms and certificates
• Prepare reports for strata committees, facility managers, or compliance audits
• Maintain client and supplier contact lists
  
  
  

Team Support & Office Organization

• Maintain organized digital and physical files
• Support onboarding of new staff
• Order supplies, uniforms, and office materials
• Maintain a register of programmed maintenance assets and test dates
• Track expiry dates for safety certifications, inductions, and insurances
• Handle general ad hoc administrative tasks
  
  
  

What we’re looking for:

• Experience in administrative support, customer service, or scheduling
• Strong organizational and multitasking skills
• Excellent communication skills (written and verbal)
  
  
  

Proficiency in:

• Tradify (Job Management System)
• Xero
• 3CX telecommunication system
• Gmail / Outlook
• Google Drive / Dropbox
• Excel or Google Sheets
• Ability to work independently and manage competing priorities
• Detail-oriented with a proactive mindset
  
  
  

Job Type: Full-time, Day Shift

Onsite (Iloilo Office): 2nd Floor Iloilo Gateway Hotel & Suites, Brgy. Mali-ao, Pavia, Iloilo

Hybrid (Makati Office): 2nd Floor, Vicente Madrigal Building - 6793 Ayala Avenue, Makati City