Admin Assistant - Document Control (Australian Client / Day Shift)

About Brainbox

Brainbox is a unique BPO that focuses not only on delivering excellent service but also on fostering an amazing culture. Rooted in our core value of 'Always Be Kind', we prioritise kindness in every policy, decision, and action. Our Philippines management team is composed entirely of Filipinos, and we provide unlimited training and HMO benefits from day one to help our people grow and become their best selves.

The Role

We are looking for an Administration Assistant, Document Control to own the document register and document formatting for our client, a Swedish mining equipment business operating across Australia, Asia and Europe. You will keep the client's manuals, quotations and customer material accurate, current and on brand, working directly with the business owner on a live queue of document jobs.

Most of the role is document formatting and document control, with quotation support, marketing support and general administration making up the rest. Technical content, pricing and engineering specifications are supplied by the client, so this is not a technical writing role.

Key Duties

Document Formatting

• Format and rebuild long technical documents in Microsoft Word using styles, section breaks, headers and footers, automatic contents and tables.
• Convert PDF manuals and supplier documents into fully editable Word files.
• Apply the client's brand and layout standards consistently across manuals and customer documents.
• Check every document against the brief before release.

Document Control

• Maintain the document and revision register, including version numbers, status and approved versions.
• Manage document storage and access in SharePoint.
• Make sure only current, approved versions are issued.

Quotation Support

• Prepare and format quotations using the pricing and specifications supplied by the client.
• Keep quotation documents consistent, accurate and on brand.

Marketing Support and Administration

• Prepare presentations and customer material in PowerPoint and simple design tools.
• Provide general administrative support to the business owner.
• Turn urgent requests around on the same day.

Requirements

• One to two years or more of experience in an administration, document control or coordination role.
• Advanced Microsoft Word skills, including styles, section breaks, headers and footers, automatic contents and tables. Shortlisted candidates will complete a Word formatting test.
• Proven experience converting PDF documents into fully editable Word files.
• Experience maintaining a document or revision register, including version numbers, status and approved versions.
• Confident with PowerPoint, PDF editing tools, SharePoint and Microsoft 365.
• High attention to detail, with examples of accurate work on long or technical documents.
• Excellent written and spoken English.
• Responsive and reliable under short deadlines, able to turn urgent work around on the same day.
• Able to work independently and to raise unclear requirements with options and a recommendation.

Preferred

• Experience in mining, engineering, manufacturing or technical documentation.
• Basic design skills in Canva or Adobe.
• Experience using AI tools such as Claude or ChatGPT to support administrative work.
• Experience working with Australian or international clients.

Perks

• Attractive and competitive salary
• Day shift
• Tenure-based and Performance-based incentives
• Paid time off
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.