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