Position Overview
We are seeking a highly organized and motivated Administration Assistant to join our growing traffic hire equipment business. This role will be responsible for performing basic administrative tasks while also assisting with lead generation to support business growth. The ideal candidate will be detail-oriented, proactive, and skilled at balancing multiple responsibilities in a fast-paced environment.
Job Details:
- Onsite
- Monday to Friday | 8 AM to 5 PM (Manila Time)
- *Following PH Holidays
Responsibilities:
Administration Support:
- Perform general office administrative duties such as, responding to emails, data entry and updating messages on our VMS Boards
- Assist the team with managing customer databases, and updating records.
- Prepare and distribute materials, proposals, and presentations.
- Maintain accurate and up-to-date records, including customer files, invoices, and inventory documentation.
- Coordinate scheduling of bookings for traffic hire equipment customers, ensuring accurate order processing and timely delivery/pickups entered as per their requests.
- Handle client enquiries and provide information about products and services.
- Confirm and reschedule appointments as necessary.
- Serve as a liaison between the team and clients to facilitate communication and ensure inquiries are addressed promptly.
- Coordinate with the sales team to ensure they have all necessary information and materials before meetings.
- Support the preparation of quotes for customers to be signed off by management and sales staff.
- Provide general administrative support to the team.
- Ensure GPS system is kept up to date and require reports are generated and provided to the team
Lead Generation & Management:
- Assist in generating leads through various lead generation tools, including phone outreach and emailed expression of interests.
- Track and manage leads through CRM (Customer Relationship Management) software and pre-existing spreadsheets.
- Ensure lead generation system is kept tidy and up to date
- Nurture relationships with estimators and identify opportunities for repeat business and referrals.
- Report on lead generation efforts and provide feedback to improve strategies.
Reporting & Documentation:
- Prepare basic administrative reports as required by the Operations Manager or management team.
- Monitor and report on lead generation and conversion metrics to assess business development performance.
- Maintain Spreadsheets Associated with Monthly Reports
- Assist with any other administrative or operational tasks as directed by the Office Manager or Operations Manager.
Qualifications:
- Proven experience in an administrative or customer service role (experience in a similar industry is an advantage).
- Excellent English communication skills, both written and verbal.
- Strong organisational skills with the ability to manage multiple tasks and prioritize effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with CRM software (experience with lead management tools such as BCI is a plus).
- Xero experience is an advantage.
- Experience in the traffic management, equipment rental, or construction industries is a plus.
- A proactive approach with the ability to work independently and as part of a team.
- Strong attention to detail and accuracy.
- Ability to handle sensitive information with discretion and professionalism.
- A positive and customer-oriented attitude.