Administrative Coordinator
Inside Out Group
full-time
Posted on:
Location Type: Office
Location: Manila • 🇵🇭 Philippines
Visit company websiteSalary
💰 $7 - $8 per hour
Job Level
Mid-LevelSenior
About the role
- Monitor and acknowledge new work orders and service requests promptly to ensure a high level of customer service.
- Create and maintain precise tracking records for every job using internal systems and Google Sheets.
- Review incoming requests to identify gaps in data; proactively reach out to property managers, tenants, or owners to gather missing details.
- Organize and package all gathered work order information into clear instructions for the field team.
- Coordinate directly with tenants or occupants to confirm and schedule service appointments.
- Maintain technician schedules using shared digital calendars.
- Ensure all logistical details are documented and shared with technicians prior to service visits.
- Manage appointment confirmations and handle real-time communications with all parties.
- Partner with estimators to support the coordination of materials or information needed prior to service execution.
- Collect and organize "before and after" photos to verify scope and completion.
- Enter job updates and detailed completion notes into internal systems.
- Prepare and submit professional completion reports to property managers or clients according to their specific requirements.
- Assist with converting completed and approved jobs into final invoices.
- Ensure required notes, photos, and compliance documents are attached to every invoice before submission.
- Compile receipts and expense documentation for bookkeeping purposes.
- Mark jobs as complete and meticulously close out internal records once invoicing is finalized.
Requirements
- Previous professional experience in administrative support, operations coordination, or scheduling.
- Strong written and spoken English with confidence in light customer-facing communication.
- Ability to manage multiple active work orders simultaneously and work independently in an evolving environment.
- Exceptional organizational skills and meticulous attention to documentation.
- Must have a professional workstation with fiber-optic internet, a backup PC, and a backup power supply.
- Supporting construction, handyman, property maintenance/management, or home services businesses is preferred.
- Familiarity with work orders, dispatching, or ticket-based workflows.
- Experience helping document or improve internal processes/SOPs.
- Comfortable learning new platforms quickly and leveraging technology for efficiency.
- Mastery of Gmail, Calendar, Sheets, and Docs.
- Jobber or similar job management platform.
- CompanyCam for photo documentation and site communication.
- Light use of QuickBooks Online for financial administration.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
administrative supportoperations coordinationschedulingdocumentationwork order managementdispatchingticket-based workflowsprocess improvementfinancial administrationjob management
Soft skills
customer servicewritten communicationverbal communicationorganizational skillsattention to detailindependencemulti-taskingadaptabilityproactive communicationteam coordination