Customer Service & Sales Administration Assistant (008-01246)

Hunt St · Philippines · 2k – 2k · posted today ago

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About this role

Looking for Philippines-based candidates

Job Role: Customer Service & Sales Administration Assistant

Compensation range: $1,800 AUD - $2,200 AUD / Monthly

Engagement type:Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: Our client is an established Australian supplier to the hospitality and accommodation industry, with around three decades of experience in the market. The business specialises in supplying a broad range of products used by hotels, serviced apartments, resorts, and other accommodation providers, combining everyday operational supplies with more bespoke products.

Role Overview:

We are looking for a friendly, confident, detail-oriented Customer Service & Sales Administration Assistant with strong telephone communication skills and proven practical MYOB invoicing experience to join our Australian administration team.

The PRIMARY responsibility is to be the first point of contact for all incoming calls during agreed coverage hours. You will answer customer enquiries, take orders and manage call transfers and follow-ups. You will also proactively call existing customers to maintain relationships, encourage repeat orders and introduce relevant additional products.

Another part of the outbound work involves following up new prospects identified and supplied by our external telemarketing company, including customers who have requested a brochure, quotation or product samples. This is relationship-based sales support, not a high-pressure cold-calling position.

MYOB invoicing is a preferred skill, not merely an advantage. When call coverage permits, you will support the Australian office with sales orders, customer invoicing, basic bookkeeping and general office responsibilities. A strong customer-service focus is essential, together with an excellent telephone manner, clear and confident communication skills, and a very good command of written and spoken English.

You will work closely with the existing two-person administration team, applying excellent numerical accuracy, common sense and confidentiality.

Key Responsibilities

Inbound Telephone Reception & Customer Service – First Priority

Be the primary first person to answer all incoming customer and business calls during agreed Australian business-hour coverage, using the company’s VoIP softphone.
Answer calls promptly and professionally; handle straightforward enquiries before referring matters to the appropriate Australian colleague.
Take telephone orders and carefully confirm customer details, product codes, quantities, requested delivery dates and delivery instructions.
Assist callers with product enquiries, stock availability, customer-specific prices, order status, invoices, freight and delivery information.
Transfer calls efficiently; record accurate messages and ensure agreed callbacks are completed.
Handle complaints or service issues calmly and escalate complex matters promptly.
Prioritise incoming calls over routine outbound calls and non-urgent administration; maintain reliable call availability throughout the agreed coverage window.
Create accurate notes of calls, customer requests and follow-up actions in company-approved systems.

Existing Customer Relationships, Retention & Upselling

Make proactive outbound calls to existing customers to maintain relationships and understand ongoing supply needs.
Follow up customers who have not ordered recently and encourage appropriate repeat purchases.
Check on upcoming purchasing requirements and remind customers to replenish regularly ordered supplies.
Introduce suitable new, complementary or premium products based on the customer’s business and purchasing history.
Identify upselling and cross-selling opportunities in a helpful, consultative manner without high-pressure selling.
Follow up quotations, brochures, samples, previous enquiries and outstanding orders.
Arrange product information, samples or quotations with the sales and administration teams as authorised.
Record customer feedback, interest, ordering intentions and next follow-up dates accurately.
Pass larger opportunities, non-standard pricing requests or important account matters to the Australian sales team.

Follow-Up of New Prospects Provided by the Telemarketing Company

Contact potential customers on approved lead lists provided by the company’s external telemarketing agency.
Prioritise prospects who have requested product information, samples, quotations or a follow-up conversation.
Introducing the company and relevant product ranges confidently and professionally.
Confirm buyer details, purchasing needs and product interest without duplicating the telemarketing agency’s initial prospecting unnecessarily.
Arrange and follow up catalogues, samples and quotations; contact prospects after samples are received to encourage trial orders.
Accurately log call outcomes, objections, promised actions and next-contact dates.
Escalate high-value opportunities and complex negotiations to the Australian sales team; respect do-not-contact requests and company calling procedures.

MYOB Invoicing, Accounts & Bookkeeping Support – Prefer

Switch between phone coverage and MYOB work efficiently, ensuring incoming calls remain the first priority.
Prepare and process customer sales orders and invoices accurately using MYOB, assisting the Australian office with its regular invoicing workload.
Check customer details, product codes, quantities, customer-specific prices, discounts, GST and freight charges before finalising invoices.
Ensure invoices are complete, accurate and processed promptly; handle recurring and repetitive invoicing tasks consistently.
Review orders and supporting documents; identify duplicate entries, incomplete information, unusual figures and discrepancies before processing.
Maintain accurate MYOB customer, accounting and transaction records and well-organised supporting files.
Assist with customer account enquiries, payment allocation, basic account reconciliation and accounts receivable follow-ups where required.
Escalate unusual transactions, discrepancies or uncertainty to the Australian team rather than guessing.
Learn the company’s product codes, pricing structures, purchasing patterns and order-to-invoice procedures.

General Administration, Order Processing & Email Support

Provide general administrative support to the Australian team, including processing telephone, email and online customer orders.
Respond professionally to routine customer and supplier emails and follow up outstanding requests.
Use Microsoft Outlook confidently for folders, attachments, search, correspondence and day-to-day email management.
Prepare, update and maintain documents using Microsoft Excel and Word (Microsoft 365).
Manage electronic attachments, filing, customer details, transaction records and correspondence accurately.
Conduct Google and online research; verify business addresses, contacts, product information, delivery details and other operational information.
Assist with repetitive administrative tasks, basic reporting and other company-approved applications.
Follow documented procedures, use practical judgement and communicate promptly when instructions or information appear inconsistent.

Team Support, Microsoft Excel & Numerical Skills

Work closely with the existing administration and sales teams to complete day-to-day work accurately and on time.
Take ownership of assigned customer follow-ups, invoicing and administrative tasks; communicate status and escalate problems promptly.
Be comfortable checking invoice totals, prices, quantities, GST, percentages, discounts and freight charges.
Sort and filter data in Excel, use common formulas and relevant lookups, and work with company-provided applications.
Learn the company’s products, customers, systems and processes, and continually improve personal accuracy and productivity.
Be willing to learn about the company’s products, customers, systems and processes.
Work closely with the existing administration team to ensure day-to-day tasks are completed accurately and on time.
Support the team by taking ownership of invoicing and other administrative workloads.
Communicate clearly with team members and escalate issues when appropriate.
Follow established procedures while also using practical judgement when something does not appear correct.

AI & Technology

Experience using modern AI productivity tools such as ChatGPT, Claude or similar AI programs will be considered an advantage.
The successful candidate may use approved AI tools for appropriate tasks such as:

Improving routine email correspondence.
Assisting with general research.
Summarising non-confidential information.
Helping with Excel formulas.
Improving administrative productivity.

Confidential company, customer, supplier, pricing, financial or personal information must never be entered into an unauthorised public AI system.
Training will be provided regarding the company’s approved use of AI.
AI-produced work must be reviewed for accuracy, and company requirements must always be followed.

Required Skills & Qualifications

Minimum 2–3 years’ experience in customer service, sales administration, order processing, accounts administration or a closely related role.
Strong telephone and customer-service skills, with a friendly, confident and professional manner, an excellent command of spoken and written English, and the ability to communicate clearly and effectively with customers.
Proven experience handling inbound calls and making outbound customer follow-up calls; ability to build rapport and recommend appropriate products.
PROVEN, HANDS-ON MYOB invoicing experience is favourable, together with good basic bookkeeping and accounting knowledge.
Willingness to complete a practical MYOB invoicing test and live inbound/outbound customer call role-play during recruitment.
Excellent numerical skills and strong attention to detail, especially with invoices, orders, prices, GST and freight.
Excellent Microsoft Outlook skills and strong competence with Excel, Word and Microsoft 365.
Good common sense, independent problem-solving, organisational skills and ability to notice rather than overlook discrepancies.
Ability to manage several responsibilities while keeping incoming phone calls as the immediate priority.
Professional customer email skills, sound Google research ability and willingness to learn unfamiliar products and systems.
Ability to work independently and consistently in a remote environment, communicate issues early and maintain strict confidentiality.
Highly organised and able to manage repetitive tasks consistently and accurately.
Ability to follow procedures while also knowing when to ask questions.