Operations Support Officer

About Vault Outsourcing

Vault Outsourcing partners with businesses to provide reliable offshore talent and operational support. We connect skilled professionals in the Philippines with international businesses, helping them improve operational efficiency, maintain service quality, and achieve their business goals.

We are looking for a detail-oriented Customer Experience Support Officer to support the administrative and operational functions of an international client. This is a non-customer-facing, back-office role focused on data accuracy, document management, financial administration, and maintaining reliable operational records.

Key Responsibilities

Administrative Support

• Provide administrative support across residential and commercial service programs.
• Prepare, process, and maintain business records, job information, and supporting documentation.
• Review job details, installation records, and supporting documents for accuracy and completeness.
• Maintain organised and up-to-date digital files and records.
• Prepare internal reports to support operational monitoring and decision-making.

Data Management and Quality Control

• Perform accurate data entry and system updates across business platforms.
• Review quotations, job records, and installation details to ensure all required information is complete and correct.
• Identify discrepancies, missing information, and data errors, and coordinate corrections with the appropriate teams.
• Maintain accurate and accessible records to support internal audits and operational requirements.

Financial Administration Support

• Prepare and process quotations and invoices based on approved job information.
• Record and reconcile payment information, including deposits.
• Monitor payment statuses and identify outstanding items requiring follow-up.
• Ensure financial records are updated accurately and handled in accordance with established procedures.

Team Collaboration and Process Support

• Coordinate with internal teams, including finance, quality and compliance, and technical operations.
• Follow established procedures, work instructions, and system controls.
• Escalate issues involving incomplete information, conflicting records, or matters requiring management approval.
• Contribute to process improvements and help maintain efficient day-to-day operations.

Qualifications and Requirements

• Previous experience in administrative support, data processing, back-office operations, or a similar role.
• Intermediate proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong attention to detail and the ability to maintain accuracy when handling repetitive or high-volume tasks.
• Good organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Ability to identify discrepancies and resolve routine issues within established procedures.
• Strong written and verbal communication skills.
• Ability to handle confidential business information responsibly.
• Comfortable working with business systems, databases, and digital documentation.

Nice to Have

• Experience using CRM platforms, job management systems, or other business applications.
• Exposure to billing, invoicing, payment tracking, or financial administration.
• Experience supporting international clients or working in an offshore or remote team.
• Familiarity with utilities, energy efficiency, construction, installation, or field-service operations.
• A degree or qualification in Business Administration or a related field.