Administrative Assistant

Job Description

Company Overview:

Outsourced is a leading ISO certified global offshore outsourcing company that provides dedicated remote staff to some of the worlds leading international companies from Philippines, India, Colombia, Argentina, Vietnam and Malaysia. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals.

Role Summary

The Administrative Assistant supports day-to-day business operations across project delivery, document control, and general office coordination. This role ensures information is accurate, organised, and accessible, supporting engineers andmanagement to deliver projects efficiently and in accordance with company systems.

Working Location: Hybrid setup

Work Schedule: 9:00 AM - 6:00 PM (AEST)

Key Responsibilities

General Administration:

• Manage incoming and outgoing correspondence (email, letters, submissions)
• Maintain registers (e.g. project lists, contacts, variations, actions)
• Schedule meetings and assist with coordination of internal tasks
• Support office organisation and general business operations
  
  

• Maintain SharePoint / file system organisation and metadata
• Assist in maintaining templates, SOPs, and internal documentation
• Support continuous improvement of administrative workflows
• Identify inefficiencies and suggest practical improvements
  
  

• Assist with preparation of client-ready documents
• Ensure communications are clear, professional, and aligned with company standards
• Support proposal and tender submissions where required
  
  

• Prepare, format, and issue reports, proposals, and technical documents
• Apply company templates and maintain consistency across all deliverables
• Manage document registers and version control
• Ensure documents align with internal standards and ISO requirements
  
  

• Capture and reconcile receipts against transactions
• Prepare accounts payable list for approval
• Assist with invoice preparation for clients
• Follow up missing receipts or supporting documentation internally
  
  

• Experience in Administration
• Strong document formatting skills (Microsoft Word essential)
• Familiarity with Microsoft 365 (SharePoint, Teams, Excel, Outlook)
• High attention to detail and ability to manage multiple tasks
• Structured and organised in approach
• Practical and solutions-focused
• Able to follow systems while identifying improvements
• Good written English and communication skills