Administration Assistant

Job Description

============================ Full Time Employee Job Summary Proven track record in administrative, operations support, or scheduling roles (e.g., fire protection, mechanical/electrical, or construction). 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