Administration & Project Support Assistant

Unleash Your Talents with Us!

Hi there, our future Administration & Project Support Assistant! Happy to see YOU here.

Here at Integrated OS, you'll be part of a team of passionate individuals who are committed to delivering exceptional offshoring services. Bringing in an array of skills and talents from different areas of business from Finance, Human Resources, Information Technology, Customer Service, and Marketing to Sales and Operations.

From humble beginnings, we have built our company from our first team member onwards. Initially, we were lending support to an Australian print manufacturer - The Lamson Group.

Since then, we have continued to uphold our core values and culture and developed a deeper understanding of how people need help to succeed in their goals. And YOU might be a part of this amazing growth as our team keeps growing above all expectations!

What you'll do: 

The Administration & Project Support Assistant will provide reliable, highly organised day-to-day support. The role suits someone who enjoys creating order from large volumes of information, follows processes carefully, and can apply sound logic to determine what needs to happen next.

A large part of the role will involve email handling, maintaining project information, completing online registers, filing and retrieving records, and keeping actions moving through Microsoft Planner. Accuracy, consistency and follow-through are more important than simply working quickly.

Key responsibilities for this role includes:

• Email & correspondence management – Monitor and manage a high volume of incoming email; identify actions, categorise information, file correspondence correctly and ensure follow-up items are not missed.
• Document and data filing – Maintain organised electronic project files using agreed naming conventions, folder structures and version-control practices so information is easy to find and trace.
• Business registers – Complete and maintain registers accurately from information received by email, documents, consultants, clients and project stakeholders.
• Microsoft Planner – Create, update and maintain Planner tasks; assign due dates and categories; track outstanding actions; follow up inputs; and keep task status current. Microsoft Planner experience is a must-have.
• Project administration – Support project teams with routine administration, submissions, records, checklists, action lists, status updates and coordination of project information.
• Proposal drafting – assist the team with setting up draft proposals and being proactive to use existing data to help structure proposals.
• Information quality control – Check information for completeness, inconsistencies, missing attachments, incorrect references, duplicate records or obvious errors before it is filed or entered into systems.
• Workflow follow-through – Track work from receipt through to completion, escalate items that are stalled or unclear, and maintain a reliable record of what has been completed and what remains outstanding.
• Process improvement – Look for practical ways to improve recurring administrative processes, templates, registers, filing structures and Planner workflows.
• Stakeholder support – Communicate professionally with the Urban Advisers team and, where required, external consultants, clients and other project stakeholders. Coordinate meetings (internal and external)

Successful candidates must have:

• 3+ years of experience in Admin and Project support and similar accounting role.
• Hands-on experience using Microsoft Planner and strong Microsoft Outlook skills. Competent Microsoft Office / Microsoft 365 user
• Experience handling electronic files, registers and structured data and Microsoft Word skills
• Experience in Australian land development, planning, engineering, surveying or property advisory
• Project administration or document control experience
• Experience with SharePoint or other project/document-management systems
• Familiarity with project registers, consultant documentation or development workflows
• Team player, someone that appreciates a collaborate team environment and is always willing to help each other.
• Exceptional attention to detail and a natural tendency to check work before considering it complete.
• A strong logical thinker who can absorb information, identify the next action and recognise when something does not make sense.
• Process-orientated and comfortable working within repeatable systems, checklists, registers and documented workflows.
• Strong organisational skills with the ability to manage multiple small tasks without losing track of detail.
• Confident written English and professional email communication.
• Able to work independently, take ownership of follow-up and ask sensible questions when information is incomplete.
• Comfortable with repetitive administrative work while maintaining accuracy and consistency.

Work Arrangements:

• Schedule: 6:00 AM - 3:00 PM PHT
• Work Setup: Work On-Site
• Office Location: Parkway Corporate Center, Alabang, Muntinlupa City

What's in it for YOU?
At Integrated OS, we create career opportunities where you can thrive, grow, and make an impact.

• Competitive Salary & Benefits: Be rewarded for your expertise and dedication.
• Career Growth & Development: Work alongside international clients and gain valuable experience.
• Work-Life Balance: Our innovative activities, open communication channels, and commitment to inclusivity make every day exciting and rewarding!
• Collaborative & Supportive Environment: Be part of a passionate team that values innovation and teamwork.

Your seat awaits! Be part of our thriving team and CLICK APPLY!