Administration

• Prepare, maintain, and update contract documentation, service agreements, work orders, purchase orders, and related project records.
• Ensure all contract documentation is accurate, complete, and properly filed.
• Monitor contract milestones, renewal dates, variations, and other key contractual obligations.
• Maintain organised digital filing systems with accurate version control for all contract-related documents.
• Coordinate the end-to-end Request for Quotation (RFQ) process by liaising with subcontractors and suppliers to obtain competitive quotations.
• Prepare and issue proposals and quotations using approved templates, ensuring accuracy and timely turnaround.
• Accurately enter and update RFQ, quotation, proposal, and job information within the project management system.
• Maintain up-to-date job statuses, project schedules, and workflow progress to provide real-time visibility across active projects.
• Follow up outstanding quotations, approvals, and documentation to keep projects moving efficiently.
• Prioritise the timely turnaround of RFQs and proposals to support project delivery and client responsiveness.
• Liaise with subcontractors, suppliers, and internal stakeholders regarding quotations, contracts, and project administration.
• Coordinate communication between project managers, contractors, suppliers, and clients to support project delivery.
• Respond promptly to enquiries and assist in resolving administrative or documentation issues.
• Review and process supplier invoices against approved quotations, purchase orders, and completed works to ensure accuracy.
• Assist with purchase order management and expenditure tracking.
• Maintain accurate financial records and support reporting requirements as needed.
• Maintain accurate records within the company's project management and contract management systems.
• Learn and adopt new project management systems, automated workflows, and AI-powered tools introduced by the business.
• Support continuous improvement initiatives by identifying opportunities to streamline administrative processes and improve efficiency.
• Utilise AI tools, including Microsoft 365 and Claude, where appropriate to improve productivity and administrative efficiency.
• Maintain accurate electronic records for contracts, proposals, invoices, receipts, and project documentation.
• Ensure all documentation is completed accurately and within required timeframes.
• Provide administrative support to the Operations team as required to ensure the smooth delivery of projects.

Contract Administrator – Australian Construction/Building

• Operate the Delivery Acceptance gate at Closed Won: validate the Delivery Acceptance Checklist submitted by Sales; confirm the SoW, rate card, Deal Desk sign-off and resource plan are present and consistent, and that the Salesforce opportunity unique identifier is linked to the Qody project; file approved documentation and maintain the acceptance tracker; release to mobilisation or route gaps back.
• Assure a delivery-team review of the effort estimate has taken place before proposal submission, routing unreviewed estimates back to Sales, so delivery risk is assessed before commercial commitment.
• Support mobilisation: ensure project and timesheet codes, resource plan, governance cadence, document library and tooling (Qody, Jira) are in place; complete the Project Manager handover checklist, archive the handover pack and link it in Qody.
• Coordinate the initial engagement forecasts revenue and billing maintained separately from cost to preserve margin visibility so each engagement has a baseline to govern against from day one.
• Maintain the portfolio governance cadence and the RAID, decisions and actions logs; collect and quality-assure each engagement's evidence pack (risks, budget, schedule, change requests, ceremonies, Qody health) and track RAG movement. Missing or late evidence is recorded as Red; two consecutive Red ratings are escalated to the Delivery Director.
• Own the change-control register: log each change request with its scope, timeline, fee, cost, margin and forecast impact; track approval; ensure approved changes flow into Qody, the forecast and the SoW record. Every change request carries its Salesforce unique identifier linked to Qody no scope change is delivered without a corresponding commercial record.
• Monitor actual burn against budget per engagement and surface overburn and margin drift as exceptions; maintain the client spend-position data where the commercial model requires it. Client communication remains with the Project Manager.
• Track milestone completion against SoW billing triggers, flag due or missed billing events to Finance, and keep the billing schedule current.
• Keep the revenue/billing forecast and the cost forecast current as separate views through the engagement, reconcile against the Salesforce commercial forecast, and route exceptions to their owners, on a weekly upkeep and fortnightly board reporting cycle.
• Operate the bi weekly ISO 9001 audit rota: sample engagements against the governance standard, log non-conformances and track remediation.
• Own the agreed definitions of engagement types (Pre-sales, POC, Discovery) and assure they are applied identically across business units, Salesforce and Qody; flag person and role record mismatches across BambooHR, Salesforce and Qody and route them to the owner, so margin is calculated on consistent data.
• Maintain document-library templates, governance folder structure and naming standards, with a monthly sweep to assure every live engagement's folder is complete and current.
• Run engagement closure: confirm final delivery status, final billing, revenue-recognition inputs, cost actuals, margin position and open actions; lock timesheets; process the Qody debook; archive the project folder; set status to Closed. Only Delivery Operations can set Closed status.
• Coordinate the delivery-side revenue-recognition inputs with Finance at milestone and close. Recognition basis follows the contract type of the engagement; timesheet actuals are an input, not the basis; Finance owns recognition itself.
• Capture structured lessons learned at close into a live register, theme recurring issues, and surface them for process improvement on a monthly synthesis cycle.

PMO Administrator

• Support machine deployment, including backend setup and system configuration
• Manage product listings and system administration on the EasyGo platform, ensuring timely and accurate updates
• Track inventory and asset movements (including freezer and chiller units) to maintain accurate records
• Monitor machine condition and coordinate restocking to ensure optimal performance and availability
• Prepare regular reports on operations, inventory, and machine/system performance
• Handle client billing for EasyGo, ensuring accuracy and timely issuance, and generate related reports
• Provide day-to-day backend operational support to maintain business continuity
• Execute operational requests promptly and in line with company policies
• Coordinate closely with Sales and Operations teams to support daily business needs
• Liaise with the EasyGo China team on product updates, system enhancements, and operational matters
• Support ad hoc projects and tasks as assigned

Sales Administrator

• Provide administrative and project support to Building Certifiers throughout the certification process.
• Prepare, review, and maintain certification documentation, applications, approvals, and project records.
• Coordinate incoming applications and ensure all required documentation is received prior to assessment.
• Schedule inspections, monitor project milestones, and assist in tracking certification progress.
• Support line manager and internal stakeholders with identifying and resolving exceptions and discrepancies. Liaise with external parties where appropriate.
• Maintain accurate electronic filing systems and ensure all project documentation is organised and up to date.
• Assist with reviewing construction drawings, plans, engineering reports, and supporting documentation for completeness.
• Prepare correspondence, reports, certificates, and other administrative documentation as required.
• Follow up outstanding documentation and proactively communicate with clients and consultants to keep projects progressing.
• Assist with managing construction compliance documentation, including Form 15, Form 16, and other certification-related forms where applicable.
• Support continuous improvement initiatives by embracing new technologies, AI-enabled workflows, and efficient administrative processes.
• Deliver exceptional customer service while maintaining professionalism, confidentiality, and attention to detail.
• Other role specific duties as they arise.

Building Certification Administrator

• ServiceTitan, end to end. Configuration, workflows, roadmap, releases, and continuous optimization.
• Integrations. Manage and maintain the connections between ServiceTitan and the broader tech ecosystem (Sage Intacct, Smartsheet, Zoho Desk, Microsoft 365).
• New-brand onboarding. As the platform acquires companies, map their setup, migrate their data (including from AccuLynx), and stand them up in ServiceTitan.
• Multi-tenant administration. Every ServiceTitan function across complex business units — each with its own setup, templates, and contracts.
• Environment build-out. Business units, tags, skills, workflows, SBET/pricebook, templates, and reporting, delivered through a governed, tiered rollout.
• Data + AI. Evaluate large data sets, clean and map data for migrations, catch quality issues, and use AI tools to work faster and sharper.
• Requirements to reality. Gather needs, build a prioritized backlog, and ship against it with clear acceptance criteria.
• Governance and adoption. Set the guardrails that keep nine brands coherent, then drive the training that makes it stick.

Service Titan Administrator

• Provide general administrative support to the Marketing and Sales teams.
• Track leads and enquiries generated from various channels, including email, YouTube, Facebook, and Instagram, and assign them to the appropriate Sales team members.
• Enter, maintain, and update accurate customer and sales data within the company CRM (Salesforce).
• Monitor shared email inboxes daily, responding to or escalating enquiries as required.
• Support online charter reservations by ensuring enquiries and bookings are processed accurately and in a timely manner.
• Manage online bookings for charter rentals, travel packages, and events.
• Upload photos, videos, and other marketing content across social media platforms to support marketing initiatives.
• Ensure all inbound and outbound communications reflect the company's professional standards and commitment to excellent customer service.
• Perform other duties appropriate to the position as required.

Sales & Marketing Administrator

• Manage general administrative tasks to support daily business operations.
• Coordinate and schedule service appointments efficiently.
• Handle calendar management and ensure appointments are accurately booked.
• Prepare and process basic invoices.
• Maintain accurate records and administrative documentation.
• Communicate professionally with customers and internal team members.
• Learn and apply company processes relating to pest management services.
• Schedule recurring and routine services accurately.
• Participate in training covering more complex service scheduling, including mine site onboarding and services provided within the mining sector.

Administration & Invoicing Coordinator

• Manage the company's Learning Management System (LMS), including resetting passwords, adding and removing user accounts and groups, marking learner completions, troubleshooting system issues, creating online and instructor-led training (ILT) courses, managing the user interface, scheduling learning activities, and generating reports.
• Administer the LMS support inbox by responding to user inquiries, resolving issues, and meeting established service level expectations.
• Coordinate compliance course launches, ensuring all deadlines and course requirements are met.
• Manage and prioritize audit requests, ensuring timely and accurate responses.
• Create and maintain end-user documentation to support regulatory and compliance requirements, including the accurate assignment of required training.
• Generate reports for learners, instructors, and management, collaborating with HRIS, Compliance, and LMS support teams as needed.
• Maintain internal HR knowledge-sharing sites by updating content, managing user access, troubleshooting issues, and generating reports.
• Serve as the primary point of contact for internal stakeholders and external vendors, coordinating system enhancements and providing user training.
• Maintain department intranet sites and collaborate with internal partners to support site development and updates.
• Manage and maintain the department's central file repository, including audits, content updates, training materials, and file organization.
• Create learning materials such as job aids, user guides, graphics, and other supporting documentation.
• Partner with Learning Specialists and Instructional Designers to manage courses and learning curricula within the LMS.
• Collaborate with subject matter experts to develop learning content using adult learning principles, including storyboards, scripts, and assessments.
• Develop engaging eLearning content and microlearning resources using video animation and multimedia tools while staying current with learning technologies, trends, and best practices.

LMS Administrator

• Maintain HubSpot data hygiene including cleansing, deduplication, and ongoing database optimization.
• Manage, monitor, and troubleshoot HubSpot integrations.
• Build, update, and maintain dashboards and reports for Sales and Marketing teams.
• Ensure accuracy of data across contacts, companies, deals, and activities.
• Support backend workflows, automation improvements, and configuration updates.
• Collaborate with internal stakeholders to understand reporting needs and translate them into actionable dashboards.
• Uphold best practices for data management and ensure compliance with organizational standards.
• Assist with basic pipeline updates, property adjustments, or minor configuration needs.
• Provide occasional support on lead management tasks such as assignment rules, list updates, or routing adjustments.
• Help troubleshoot small user-related issues within the CRM.

HubSpot Administrator

• Act as a liaison between clients and internal teams
• Support daily operations management
• Coordinate administrative tasks and manage schedules
• Maintain accurate documentation and databases

Client Liaison, Administration Officer

• Oversee the daily operations, formatting, and performance of our website using the YourMembership backend
• Execute text, graphic, layout, and structural updates to the website to ensure information is accurate and timely
• Maintain and configure built-in YourMembership features (such as member directories, event calendars, or portal pages) as needed
• Meticulously review web changes across desktop and mobile views to ensure perfect formatting and seamless navigation

Web Administrator – YourMembership Platform Specialist

• Assist in organizing, preparing and tracking data to support the team's day-to-day operations, while ensuring accuracy and timeliness in all deliverables
• Collect data from a variety of sources, including internal databases and multiple Manager/Team Leaders
• Perform data cleansing, processing, and validation to ensure accuracy and quality
• Organize data in appropriate formats for analysis and reporting
• Prepare billing tickets and reconcile billing reports
• Perform general administrative and clerical tasks to support the CAO team
• Coordinate meetings, events, and other related activities as required
• Maintain and update internal databases and tracking tools
• Ensure adherence to internal policies, regulatory requirements, and operational guidelines
• Work with various departments to gather necessary data and information

Fund Services – Business Services Administrator

• Act as the primary gatekeeper for incoming commercial leads, ensuring they are qualified and routed to the appropriate Account Executive based on territory, industry, or expertise
• Contract Renewals & Updates: Draft and issue renewal paperwork for clients when pricing remains unchanged.
• Director of Sales Support: Provide direct administrative assistance to the Director, including calendar management, coordinating sales meetings, and preparing briefing materials.
• Manual Data Analytics: Compile data from various spreadsheets to calculate conversion rates, territory performance, and sales volume.
• Performance Reporting: Prepare weekly "State of Sales" reports to give leadership visibility into the team’s progress and any pending deals.
• Insurance & Credentialing: Manage the submission of Certificates of Insurance (COIs) and any specific vendor compliance documentation required by large commercial property managers.
• Bid & RFP Coordination: Assist in the labor-intensive process of responding to Requests for Proposals (RFPs), ensuring all technical specifications and deadlines are met.
• Standard Operating Procedures (SOPs): Document the manual workflows you create (e.g., "How to Route a Lead") so the process remains consistent as the team grows.
• Ad Hoc Projects: Execute special projects assigned by the Director of Sales, ranging from one-off market research tasks to coordinating local trade show logistics.
• Perform additional tasks and responsibilities as required upon request to support the evolving needs of the commercial sales department and the broader organization.

Invoice Administrator – Commercial

• Coordinates and schedules candidates for a range of selection process activities such as assessments, interviews, onsite visits, etc.
• Owning pre-employment processing of employees, ensuring proper completion of paperwork.
• Preparation of offer letters, facilitation background checks and reference checks
• Maintains files and documentation on candidates to maintain compliance
• Leads auxiliary postings for internal recruitment team and collaborates with the team on requirements for open requisitions
• Prepares daily, weekly and monthly reports and coordinating schedules and meetings
• Generates reports on candidate and recruiter activity daily
• Tracks candidate activity and dispositions candidates in applicant tracking systems
• General office duties (such as answering any candidate / recruiter queries, filing, copying, data entry, etc.)

Early Careers Talent Administrator, Coordinator

• Administer and support the SaaS Operations platforms, including Datadog and Azure DevOps.
• Manage platform access, permissions, and governance controls.
• Monitor platform health and coordinate with vendors on incidents and service issues.
• Resolve support requests and ensure SLA compliance.
• Lead the Datadog Community of Practice and facilitate knowledge-sharing sessions.
• Coach users on platform usage, integrations, and data hygiene standards.
• Evaluate new platform capabilities and support proof-of-concept initiatives.
• Build automations using Python, PowerShell, or Bash to reduce manual operational work.
• Deploy and maintain automation solutions using Azure Functions.
• Collaborate with infrastructure, application, and vendor teams to continuously improve platform operations.

Senior Infrastructure Administrator

• Monitor and manage the Contract Management Inbox daily, actioning all incoming communications in a timely and professional manner.
• Issue Balance Deposit Information (BDIs) via email to members who are awaiting details necessary to complete contract deposit payments.
• Follow up with members as required to ensure payments are made within contractual timelines.
• Facilitate and verify the signing of contracts by both members and developers.
• Accurately record contract signing dates and status updates within HubSpot CRM.
• Save executed contracts and related documents to the appropriate HubSpot Drive folders, maintaining version control and compliance standards.
• Collect transfer slips and deposit receipts from members and developers.
• Ensure all financial documents are correctly named, stored, and logged in the HubSpot system for traceability and audit purposes.
• Transpose and update critical contract notations from internal matrices into the HubSpot CRM.
• Maintain data integrity and ensure all necessary fields are completed for visibility across internal teams.
• Perform general administrative duties to support internal departments, including Member Care, Legal, and Finance.
• Provide timely updates to relevant stakeholders on the progress of key contract tasks and identify issues requiring escalation.
• Proactively contribute to process improvements and support documentation enhancements where necessary.

Contract Specialist Administrator

• Support Asia Pacific clients in monitoring and tracking submitted claims and reimbursements
• Enhance data, process and project management skills
• Collaborate with a global team for accountability and quality delivery

Flexible Benefits Administration Analyst

• Oversee the administration, management, and quality control of broadcast media content
• Collate, tag, and prepare media data for machine learning and AI models
• Coordinate directly with Account Executives, Customer Experience Teams, Media Monitors, and Copyright Compliance teams across the APAC region
• Stay ahead of industry trends by adapting to new technologies and contributing to process improvement projects
• Actively communicate updates and address data quality and accuracy concerns raised by various regional stakeholders

Broadcast Administrator

• Create and maintain project records within Monday.com and internal systems
• Set up project folders and maintain document filing structures
• Coordinate project documentation and ensure records remain current and accurate
• Manage workflow updates and task progression throughout the approvals process
• Monitor project milestones and follow up on outstanding actions
• Prepare administrative components of Development Applications, Construction Certificates, and Complying Development Certificates
• Prepare the administrative components of Activity Applications and Commencement of Work submissions
• Upload and download documentation through the NSW Planning Portal and council portals
• Maintain application records, reference numbers, submission dates, and approval statuses
• Monitor portal notifications and communicate updates to relevant stakeholders
• Track application progress and maintain approval registers
• Draft and issue standard client correspondence using approved templates
• Follow up with clients to obtain required documentation and information
• Provide administrative updates regarding application progress and approval milestones
• Coordinate the collection of signed forms, agreements, and supporting documents
• Assist with general client enquiries relating to application administration
• Maintain version control of project documentation
• Prepare service agreements and standard forms using approved templates
• Ensure project files are complete, organised, and audit-ready
• Coordinate the storage and retrieval of project records and approvals documentation
• Monitor NSW Planning Portal applications and track council notification periods
• Track outstanding council invoices and payment statuses
• Escalate requests for information, approval delays, or compliance concerns to the onshore team
• Assist with social media scheduling, content administration, and enquiry databases

Approvals Administrator

• Provide high level administrative support to several firm leaders, working independently and proactively managing workloads and project timelines.
• Manage calendars, schedule appointments, and coordinate meetings for the executives, including coordination of meeting agenda and pre-meeting materials.
• Handle professionally sensitive and confidential business matters and assist with special projects.
• Coordinate travel arrangements, including transportation, lodging and itinerary planning and manage expense reports.
• Act as a liaison between the executives and other departments, clients and external stakeholders.
• Establish and maintain a rapport with internal clients and vendors.
• Assist with event coordination and management of team events including scheduling group meetings, sending out invitations, reserving locations, arranging for catering/food service, hotel accommodations and ground transportation.
• Work closely with other administrative assistants to complete all projects.
• Prepare expense reports, manage email and utilize critical thinking to solve problems.
• Welcome guests and clients (in-person or on the telephone) and answer or direct inquiries.
• Manage special projects as assigned by the executives.

Administration jobs in Philippines

See all jobs on JobTailor