Administrative Specialist/Assistant, Pasig

Position:   Administrative Assistant Dual Business Support

Location:  Ortigas Center, Pasig City (Onsite)

Work Schedule: Monday to Friday, Australian business hours

Reports To: Business Owner / Operations Manager

Industries: Wine Retail (Sobels Winery) & Beauty Services (BeMe Beauty Clinic)

We are looking for a highly organized and digitally capable Administrative & Marketing Assistant to support the day-to-day operations of two Australian-based businesses. The ideal candidate will handle admin, bookkeeping, customer communication, and social media tasks while working full-time onsite in Ortigas.

1. Administrative & Communication Tasks

Monitor emails, respond professionally, and route to the appropriate personnel (Sobels Winery)

Answer customer phone inquiries (Sobels Winery)

Manage purchase order invoices (BeMe Beauty Clinic)

Process supplier invoices for approval or decline (Sobels Winery)

Place orders with suppliers as needed (Sobels Winery)

2. Booking & Reservation Management

Manage wine tasting bookings using Rezdy (Sobels Winery)

3. Financial & Bookkeeping Tasks

Issue and reconcile invoices weekly using Rezdy and Xero (Sobels Winery)

Reconcile bank feeds and match transactions and invoices in Xero (Sobels Winery & BeMe Beauty Clinic)

4. Reporting & Data Management

Generate and organize weekly stock and sales reports from Withwine (Sobels Winery)

Manage and update stock in Withwine (Sobels Winery)

Generate reports from the Vagaro system as needed (BeMe Beauty Clinic)

5. Marketing & Outreach

Send promotional/marketing emails via Withwine (Sobels Winery)

Send marketing emails via Vagaro system (BeMe Beauty Clinic)

Conduct influencer research and outreach when required (BeMe Beauty Clinic)

6. Social Media Management

Create and schedule social media content and posts (Sobels Winery & BeMe Beauty Clinic)

l Bachelors degree in Business, Marketing, Communications, Accounting, or related field

l At least 12 years of experience in admin, customer service, or bookkeeping roles

l Proficient in Xero, Microsoft Office, and Google Workspace

l Fluent in English both written and spoken

l Digital literacy and ability to learn multiple platforms (training provided)

l Detail-oriented and able to manage time across multiple priorities

l Comfortable working under minimal supervision but subject to quality monitoring

l Full-time, long-term role with career stability

l Opportunity to support well-established Australian businesses

l Positive and collaborative office environment in Ortigas