Administration Assistant

Job Description

Position Summary
  
The Administration Assistant will play a critical role in supporting the client's team through a major system transition into their Field Service Management (FSM/Simpro) platform, ensuring high-quality data integrity from the start. Post-implementation, this role will evolve into managing high-volume scheduling, compliance, and day-to-day operational administration for their multi-discipline fire protection services (including fire sprinklers, dry risers, pumps, hydrants, alarms, and extinguishers).
  
Key Responsibilities
  
Phase 1: System Transition & Data Cleansing (Immediate Focus)

• Data Cleansing & Migration: Audit, clean, and format existing legacy data to ensure seamless transfer into the new FSM system.
• FSM Data Transfer Support: Assist with the active migration of client, asset, and job history into the new platform.
• Contract & Compliance Setup: Work closely with the Contract & Compliance Manager to accurately input and configure service contracts, asset testing frequencies, and compliance rules within the FSM.

Phase 2: Ongoing Operations & FSM Management (Post-Implementation)

• High-Volume PPM Scheduling: Efficiently schedule and dispatch recurring Planned Preventative Maintenance (PPM) works across multiple fire safety disciplines.
• Job & Permit Coordination: Book jobs and manage specific site restrictions, access requirements, and permit-to-work applications.
• Customer & Team Communication: Handle incoming customer queries, manage operational email inboxes, and provide clear updates to field engineers and clients.
• System Maintenance: Perform ongoing FSM system updates, ensuring all client info, asset logs, and job statuses remain accurate in real time.
• Reporting & Processing: Generate, process, and distribute operational records, compliance reports, and invoicing documentation.

Requirements & Qualifications

• Experience: Proven track record in administrative, operations support, or scheduling roles—ideally within a high-volume, service-driven industry (e.g., fire protection, mechanical/electrical, or construction).
• System Skills: Previous experience with Simpro or similar FSM/CRM software is highly preferred (but not mandatory if you are a fast, tech-savvy learner).
• Data Literacy: Exceptional attention to detail with experience in data entry, data cleansing, or handling spreadsheets.
• Adaptability: A resilient, problem-solving mindset comfortable with the "teething processes" and shifting priorities of a company transitioning systems.
• Communication: Excellent organizational and communication skills to coordinate between office managers, field engineers, and clients.
• Work Environment: Comfortable and self-motivated working in a fast-paced remote environment.

  
Work set up:

• Full remote / WFH
• Monday–Friday, 3:00 PM – 12:00 AM MNL

  
Note: As part of our recruitment process, we conduct background checks on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.