Customer and Admin Support Associate

Shine in a role that matters—at Smartsourcing, 4-Time Best Company to Work For!

We’re not just about getting things done—we’re about doing them with energy, heart, and a whole lot of teamwork.

Where? ?JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About the Role:

If you are a proactive individual with excellent communication skills and a knack for managing diverse tasks in a fast-paced trade environment, we encourage you to apply.

Key Responsibilities:

1. Invoicing & Financial Administration:

• Generate and process a variety of invoices, including Real Estate (RE), Strata, Private, and KMAC-specific invoices.
• Handle invoice amendments and manage cancelled invoices.
• Process and manage purchase orders (PO), including specific types like "PO - No JN."
• Conduct overdue follow-up on outstanding accounts.
• Customer Service & Work Order Management:
• Serve as a primary point of contact for customer enquiries via email and other channels.
• Process and manage diverse work orders, including Real Estate Work Orders, Strata Work Orders, and KMAC Work Orders.
• Maintain accurate and up-to-date client information, including ad-hoc client updates and Client Portal Insurances updates.
• Quoting & Sales Support:
• Prepare and manage quotes for various services, including Real Estate, Private, Strata, and specific items like Hot Water Systems and Dishwashers.
• Conduct regular quote follow-ups to ensure timely acceptance.
• Generate and maintain quote templates.
• Operational & Administrative Support:
• Manage materials follow-up with suppliers.
• Conduct plumber's task reviews and facilitate task transfers (KMAC, D&D).
• Generate and maintain various reports, including Backflow Reports, Stock PO Reports, and All Task Reports.
• Conduct ad-hoc research as required to support operational needs.

Requirements

Essential Qualifications & Experience:

• Experience:
• Minimum of 2-3 years' demonstrated experience in a similar administrative or customer support role.
• Proven experience in a role involving invoicing, purchase orders, and customer communication.
• Technical Proficiency:
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with CRM software or Job Management Systems commonly used in the trades (e.g., simPRO, AroFlo, ServiceM8) is highly desirable.
• Comfortable learning and adapting to new internal software and systems quickly.
• Education:
• High School Certificate (HSC) or equivalent is essential.
• Further vocational training or qualifications in Business Administration, Office Management, or a related field are a plus.

Key Skills & Attributes:

• Exceptional Communication: Outstanding verbal and written communication skills with a professional and friendly telephone manner. Ability to articulate complex information clearly to clients and internal teams.
• Organisation & Prioritisation: Superior organisational skills with the ability to manage multiple tasks, switch between priorities efficiently, and meet deadlines in a fast-paced environment.
• Attention to Detail: Meticulous approach to data entry, invoicing, and record-keeping, ensuring accuracy and minimising errors.
• Customer Service Excellence: A genuine desire to provide outstanding service, resolving queries effectively and maintaining positive client relationships.
• Problem-Solving: Proactive in identifying issues, troubleshooting, and finding practical solutions.
• Initiative & Proactiveness: Ability to work independently, anticipate needs, and take initiative to improve processes where possible.
• Team Player: Collaborative mindset with the ability to work effectively within a small team and support plumbers and other staff.
• Adaptability: Capacity to adapt to changing priorities and learn new tasks quickly.

• Understanding of Australian Trades Environment: Familiarity with the operational demands and common terminology within the Australian plumbing or broader trades sector.
• Knowledge of Australian Property Segments: Awareness of how work orders and invoicing differ for Real Estate, Strata, and Private clients in Australia.

Benefits

Step Into the Smartsourcing Experience ?

This award isn’t just a title—it’s a testament to our commitment to making Smartsourcing an incredible place to build a career.Why You’ll Love Working Here

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That’s why we’re all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here’s just a glimpse of what we offer:

• ? Fixed weekends off
• ? 5-day Christmas Leave
• ?⚕️ HMO coverage for you and your dependent/s from Day 1 of employment
• ⛑️ Group life insurance from Day 1 of employment
• ? Free lunch + soft breakfast every day
• ☕ Free coffee every day (latte, americano, or cappuccino) made by our in-house barista
• ?? For the night shifters, additional NIGHT DIFF
• ⛹️ Sports wellness clubs including hiking and free-diving
• ?️ Subsidised gym membership at Anytime Fitness
• ? Engagement bonuses
• ? Over-the-top monthly, quarterly, and annual performance bonuses
• ? Exclusive discounts in selected restaurants and merchants
• ? Themed BFFs, monthly knockoffs, summer parties
• ??♂️ Community give-back programs and personal development workshops
• And so much more!

We're not just another outsourcing company. We’re building something that actually matters here – a place where good work meets good culture.

Structure meets spark—bring your detail and creativity to Smartsourcing.