Administrative Assistant (Australian Client/Day Shift)

About Brainbox

Brainbox is different from every other BPO. It's not just the amazing culture, strong brand, loyal customers, and talented staff - it is deeper than that. The Brainbox core value of 'Always Be Kind' is embedded in every policy, decision, and every day. We develop our people, and the Philippines management team is all Filipinos. Everything we do aims to provide people with a work culture that helps them improve every single day. From unlimited training to HMO benefits from day 1, we want our people to love what they do and become the best versions of themselves.

The Role

We are looking for an Administrative Assistant who will take full ownership of our client's daily and weekly technician job schedule, from booking and sequencing appointments through to keeping compliance records on track. This is a sole-charge role: you will be the main point of contact for customers and technicians, and the person the business owner relies on to keep the office running without close oversight.

Key Duties

Schedule & Bookings

•       Manage the daily and weekly technician job schedule, booking and confirming appointments.

•       Sequence jobs to cut travel time and remove idle gaps between appointments.

•       Send customer confirmations and reminders, and reschedule promptly when plans change.

•       Keep the Director and technicians informed of the day's bookings and any changes.

Compliance & Records

•       Track licensing, chemical handling records, safety documentation and service reporting against due dates.

•       Flag any compliance obligation at risk of lapsing, well before the deadline.

•       Maintain complete, audit-ready records at all times, and prepare compliance and service reports as required.

Systems & Correspondence

•       Maintain job records, digital forms and client data in Formitize, and resolve data gaps.

•       Generate reports from Formitize on demand.

•       Handle email, calls and correspondence on behalf of the Director.

•       Update customer and job records in supporting systems, plus ad hoc administration.

Requirements

• Two or more years' experience in an administration, scheduling or coordination role.
• Demonstrated ownership of a live schedule or booking calendar, not just data entry against someone else's schedule.
• Strong written and spoken English, and confident on the phone with Australian customers.
• High attention to detail and a disciplined approach to records and deadlines.
• Confident with Microsoft Office or Google Workspace.
• Experience with scheduling or dispatch software (e.g. ServiceM8, simPRO, Jobber, AroFlo or similar) is a strong advantage; prior exposure to Formitize is preferred.
• Discretion in handling confidential customer and business information.
• Comfortable working with minimal supervision in a sole-charge capacity.

System/Tools

• Formitize
• Microsoft Office or Google Workspace
• Prior scheduling or dispatch software (ServiceM8, simPRO, Jobber, AroFlo or similar)

Perks

• Attractive and competitive salary
• 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 37.5 hour 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.