Administration officerOutsourced HR Solution Corp.
Salary: Agreement
Work form: Full time
Posting Date: 07/11/2025
Deadline: 03/04/2021
Our Australian partner, Same Day Printing, is looking for a full-time Administration Officer with finance experience to join their business and become part of the dynamic team already working offshore from our office in Clark. This is a great long-term career opportunity for the right person as you'll be working directly for an Australian company. The successful applicant should have a broad range of experience in finance, administration and customer service.
Assist clients with their enquiries and other questions through the chat line and email i.e. artwork setup, processing their order, payment and receipts, product specifications, deliveries, processing payments, dispatch, etc.
Checking payments first thing in the morning and putting orders in progress and alert the design team and production team if there are any urgent orders.
Reminding the clients for their payments and if they still want to proceed with the order.
Creating quotations and discussing this with the clients if they require any clarification.
Entering and coding the order in the system once the client proceeds with the quote.
Sending invoice and tax receipts to clients from Xero.
Creating credit note or processing refunds.
Speaking with clients in Australia to discuss their orders, follow up on artwork, payments, invoices, etc.
Speaking with suppliers regarding printing stock.
Ensuring that all the urgent jobs including the Outsourced jobs will processed immediately by the design team and once the order and payment is confirmed, ensure that production has enough time to print them.
Reconcile credit card transactions when finance is not present.
Ensuring that the client provides print ready files for their job so it is easier to quote accurately.
Entering customer details in the system (Full name, email, contact number, and full delivery address) and sorting customer details if they are duplicate entries.
Ensuring that all enquiries via email are actioned within 30 minutes and to process the quote when all the information needed is provided.
Ensuring that all of the jobs have a dispatch date and prioritise the urgent ones.
Helping the design team to follow up the artwork approval from clients if the client is not responding to the designers.
Double check tracking numbers from Toll, First, and TNT to ensure that dispatched orders are going to the right address and on time.
Letting the clients know once their order is ready for pick up or has been dispatched and give them their tracking number as a reference.
Other administrative work as requested related to the business.
Helping and support the other team members regarding the following;
Orders - double check the order to ensure that the job-sheets and artwork match so there is no more confusion when the job proceeds.
Repricing quote if there are any changes with the order i.e artwork size, additional kinds or/and quantities, additional item/different product, change turnaround time, design assistance, change the delivery method, etc.
Turnaround Time: Providing turnaround time of orders and how it works for every job i.e in house and outsourced jobs.
Dispatch and Delivery: Provide dispatch dates and delivery, method of a job and when the client will receive the order.
Artwork: Assisting the design team to ask for the print ready files from client and if there is any changes, coordinate with the design team for the artwork requirements with a goal to get an official order placed.
Products: Provide information regarding our products.
Setting appointments for our clients when is the right time to visit the office if required.
Printing issues: Double check the orders from the initial email up to the printing process and see where if jobs need help.
Dispatch Issue: Checking with the team to ensure timely dispatching of orders.
Willingness to chip in and help even if the work falls outside of the direct job description, related to Same Day Printing.
Qualifications
Previous experience using Xero finance software an advantage. Or other finance software.
Minimum of three years working in administration and finance.
Bachelor's degree in Business Administration, Finance, or related field.
Must be a team playing.
Assist clients with their enquiries and other questions through the chat line and email i.e. artwork setup, processing their order, payment and receipts, product specifications, deliveries, processing payments, dispatch, etc.
Checking payments first thing in the morning and putting orders in progress and alert the design team and production team if there are any urgent orders.
Reminding the clients for their payments and if they still want to proceed with the order.
Creating quotations and discussing this with the clients if they require any clarification.
Entering and coding the order in the system once the client proceeds with the quote.
Sending invoice and tax receipts to clients from Xero.
Creating credit note or processing refunds.
Speaking with clients in Australia to discuss their orders, follow up on artwork, payments, invoices, etc.
Speaking with suppliers regarding printing stock.
Ensuring that all the urgent jobs including the Outsourced jobs will processed immediately by the design team and once the order and payment is confirmed, ensure that production has enough time to print them.
Reconcile credit card transactions when finance is not present.
Ensuring that the client provides print ready files for their job so it is easier to quote accurately.
Entering customer details in the system (Full name, email, contact number, and full delivery address) and sorting customer details if they are duplicate entries.
Ensuring that all enquiries via email are actioned within 30 minutes and to process the quote when all the information needed is provided.
Ensuring that all of the jobs have a dispatch date and prioritise the urgent ones.
Helping the design team to follow up the artwork approval from clients if the client is not responding to the designers.
Double check tracking numbers from Toll, First, and TNT to ensure that dispatched orders are going to the right address and on time.
Letting the clients know once their order is ready for pick up or has been dispatched and give them their tracking number as a reference.
Other administrative work as requested related to the business.
Helping and support the other team members regarding the following;
Orders - double check the order to ensure that the job-sheets and artwork match so there is no more confusion when the job proceeds.
Repricing quote if there are any changes with the order i.e artwork size, additional kinds or/and quantities, additional item/different product, change turnaround time, design assistance, change the delivery method, etc.
Turnaround Time: Providing turnaround time of orders and how it works for every job i.e in house and outsourced jobs.
Dispatch and Delivery: Provide dispatch dates and delivery, method of a job and when the client will receive the order.
Artwork: Assisting the design team to ask for the print ready files from client and if there is any changes, coordinate with the design team for the artwork requirements with a goal to get an official order placed.
Products: Provide information regarding our products.
Setting appointments for our clients when is the right time to visit the office if required.
Printing issues: Double check the orders from the initial email up to the printing process and see where if jobs need help.
Dispatch Issue: Checking with the team to ensure timely dispatching of orders.
Willingness to chip in and help even if the work falls outside of the direct job description, related to Same Day Printing.
Qualifications
Previous experience using Xero finance software an advantage. Or other finance software.
Minimum of three years working in administration and finance.
Bachelor's degree in Business Administration, Finance, or related field.
Must be a team playing.
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Outsourced HR Solution Corp.
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Outsourced HR Solution Corp. jobs
Central Luzon
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About the company
Outsourced HR Solution Corp. jobs
Central Luzon