Data Entry & Office Administrator

Position: Data Entry & Office Administrator

Salary: Php 70,000 to Php 85,000

Working Hours: Aligned with AU Business Hours

Work Type: Independent Contractor

ABOUT THE COMPANY: 

The company is a leading automotive service and repair store dedicated to delivering high-quality mechanical repairs, tyre management, brakes, and routine maintenance to the local community. Operating across a multi-site network—comprising two service locations and an aligned dealership—our business relies on operational structure, supplier coordination, and seamless back-office execution. Headed by Franchise Owner/Manager, we pride ourselves on building a reliable, process-driven operations team grounded in trust, precision, and long-term commitment.

ROLE OVERVIEW:

We are seeking a reliable, process-minded Data Entry & Office Administrator to support our multi-site operations from a remote capacity. Reporting directly to the Owner/Manager, you will serve as a core back-office engine—handling data management, end-to-end purchasing, basic financial reconciliations, and routine administrative workflows.

While automotive-specific knowledge can easily be taught, we are specifically looking for someone who fundamentally understands how a service-based business operates. If you grasp the end-to-end flow of quoting, margin management, supplier procurement, job allocation, and invoicing, you will thrive in this role.

This is a long-term placement designed for an administrative professional who values stability, direct executive mentorship, and a structured, step-by-step onboarding process.

RESPONSIBILITIES:

• Data Entry & System Administration: Execute high-accuracy daily data entry into our desktop-based point-of-sale system, Marlin (Megabus), via a secure remote connection.
• Procurement & Supplier Purchasing: Source and order required parts from multiple suppliers, managing lead times, supplier pricing, and parts availability to ensure jobs stay on schedule.
• Financial & Bookkeeping Support: Assist with transaction reconciliation, BAS preparation support, and payroll processing in Xero, working alongside our external accounting setup.
• Workflow & Job Cycle Support: Maintain standard service business workflows—from assisting with quote structures (parts, labor, taxes) and order matching to scheduling and final invoice preparation.
• Digital Communication & Brand Support: Monitor incoming social media comments and engagement across company platforms, escalating inquiries and maintaining our community presence.
• Security & IT Compliance: Adhere strictly to secure remote IT protocols, including IP whitelisting and periodic authentication checks.

Requirements

• Service Business Acumen: Strong conceptual understanding of service-based workflows—specifically how job quotes, supplier margins, delivery lead times, scheduling, and invoicing interconnect.
• Procurement Experience: Demonstrated track record in purchasing, procurement, or ordering parts/materials from multiple external suppliers (open to backgrounds in auto, electronics, retail, construction, manufacturing, or trades).
• Financial Administration: Proven experience in Xero with transaction reconciliation, payroll processing, and familiarity with BAS preparation procedures.
• Data Precision & Software Adaptability: High-level data entry speed and accuracy, with a tech-savvy approach to learning proprietary desktop POS and management systems.
• Communication Skills: Excellent written and verbal English communication skills for collaborating with management, suppliers, and external partners via Microsoft Outlook and internal channels.

PREFERRED:

• Automotive Industry Exposure (Bonus): Background working in an auto workshop, tyre shop, dealership, or parts warehouse, or a strong personal interest/familiarity with basic vehicle components (e.g., brake pads, shock absorbers, spark plugs).
• Social Media Management: Prior experience managing or moderating small business social media channels (or a strong willingness to learn).
• Remote POS Operations: Hands-on experience working via remote-desktop or VPN environments into local store management systems.

What You’ll Bring:

• Long-Term Career Mindset: Genuine dedication to securing a stable, long-term placement here you can build deep operational familiarity and grow alongside the business.
• Patient & Teachable Attitude: Readiness to complete a comprehensive, progressive onboarding period (ramp-up spanning 6 to 12 months) with direct, hands-on training from the Owner.
• Commercial Mindset & Margins Focus: A keen eye for cost, margins, lead times, and value-for-money when dealing with vendors and suppliers.
• Trust & Integrity: Unwavering discretion when handling store financial records, payroll data, and sensitive client information.