Role Purpose
We are seeking a highly organized Administrative Assistant to keep operations running smoothly and ensure each solar and battery installation flows seamlessly from order through to completion. This role serves as the administrative backbone for field crews, permitting, compliance, and customer coordination.
Key Responsibilities
- Create jobs in JobTread, attaching quotes, site photos, and compliance forms.
- Manage scheduling: coordinate installers, subcontractors, and client access.
- Order materials, track deliveries, and update stock templates; notify site teams of shortages.
- Lodge and track Synergy and Western Power applications, approvals, and conditions.
- Prepare and issue installation paperwork: site forms, safety documents, client instructions.
- Maintain compliance packs including commissioning forms, test results, NOCs, and STC forms.
- Keep project folders up to date in Microsoft Office 365.
- Liaise with suppliers on delivery ETAs, tracking, and freight issues; escalate delays promptly.
- Assist with warranty claims and post-installation service scheduling.
- Run weekly job status reports for management and flag overdue close-outs.
- Prepare and send pre-installation customer packs (expectations, access, induction requirements).
- Manage STC/rebate paperwork and ensure timely document collection from customers.
Skills & Experience
- Strong organizational and multitasking skills.
- Experience with JobTread or similar job management systems.
- Excellent written and verbal communication skills with clients, trades, and suppliers.
- Comfortable with basic admin accounting tasks (raising POs, forwarding invoices).
Qualifications (Nice to Have)
- Previous admin experience in construction, electrical, or solar industries.
KPIs
- % of jobs with complete documentation within 48 hours of completion.
- On-time material delivery and supplier follow-up responsiveness.
- Job close-out rate (jobs transitioned to closed stage within target timeframe).
Operational Notes
This role will work closely with the Operations Manager to ensure workflow efficiency and project success.
Perks & Benefits
- Day 1 HMO Coverage (Medical & Dental)
- Dayshift schedule
- Fixed weekends off
- Access to a Game Lounge for relaxation
- Engaging monthly activities to build team culture
- Free and unlimited barista-style coffee
- Free parking and shuttle services
- Employee referral incentives (Bronze)
Job Types: Full-time, Permanent
Benefits:
- Health insurance
- On-site parking
- Paid training
- Promotion to permanent employee
- Transportation service provided
Ability to commute/relocate:
- Cebu: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Construction Administrative Assistant: 2 years (Required)
- Logistics: 2 years (Required)
Work Location: In person