Portal Admin Assistant Office-based

Job Description

About Us:

Outsourced is a leading Philippines outsourcing company providing dedicated remote staff and offshore staffing services. We specialise in providing staff of the highest quality who will continue to exceed your expectations and provide benchmark offshore solutions to your business. With Outsourced, you can scale your organisation quickly, easily, and cost-effectively with dedicated remote staff based in our modern offices in Manila.

The Portal Administrator plays a critical role in maintaining the accuracy and integrity of company data systems, managing multiple online client portals, and ensuring seamless data flow across departments. This role supports efficient invoicing processes and clear communication between internal teams and clients.

Key Responsibilities

Data Entry & Management

• Accurately input, update, and maintain data across multiple systems and databases.
• Ensure compliance with data protection regulations and internal company policies.
• Identify, correct, and report data discrepancies or inconsistencies.
  
  

Portal Administration

• Upload service reports, invoices, and quotes to client portals.
• Accurately submit charges on individual client portals in line with agreed terms and conditions.
• Ensure all invoices generated by the Accounts team are uploaded promptly and correctly.
• Proactively notify relevant teams or clients of any invoicing-related queries.
• Liaise with portal helpdesks via phone or portal messaging to ensure smooth information transfer.
• Regularly monitor client portals for messages or updates and relay these promptly to the appropriate team members.
• Manage user access and permissions for company portals.
• Maintain and update portal content to ensure accuracy and relevance.
• Monitor portal performance and escalate technical issues as required.
• Answer incoming telephone calls when necessary.
• Support Account Managers with portal-related queries.
  
  

Support & Training

• Provide user support for portal navigation and functionality.
• Update and maintain user guides and documentation as required.
  
  

Quality Assurance

• Conduct self-checks to ensure accuracy, completeness, and quality of work.
• Continuously improve data entry and portal management processes.
  
  

Communication & Collaboration

• Communicate effectively with team members to ensure a smooth and coordinated workflow.
  
  

Experience & Skills

• Proven experience in data entry and portal administration.
• Familiarity with data management systems and related software.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Strong attention to detail and organisational skills.
• Ability to work effectively in a professional office environment.
  
  

Additional Responsibilities

Required

This is not an exhaustive list. Additional tasks may be assigned by the Line Manager as required to meet business needs, including:

• Managing service team case queues in Salesforce
• Coordinating servicing and minor works for specific subcontracted work types
• Acting as a backup coordinator during team annual leave
• Entering and verifying engineer timesheets
• Updating Salesforce data for operational and reporting purposes (e.g., engineer tools)
  
  

Work Schedule:

• 3:30 PM - 12:30 AM Philippine Time (may change depending on the business need)
  
  

Work Setup:

• Office-based, with a hybrid work option for exceptional candidates
  
  

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

By clicking on the "Im Interested" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.

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