Subcontractor Coordinator (Makati)

ROLE SNAPSHOT

• Day Shift | Full-time | Onsite
• Makati Office: 901-C, 9th Floor, Vicente Madrigal Building, 6793 Ayala Avenue, Makati City
• Open to Fresh Graduates
• Background in Administration, Operations, Service Coordination, or Customer Service is preferred
• Strong attention to detail and organizational skills
• Strong document management and system navigation skills
• High-volume administrative task handling
• Strong communication and coordination skills
• Experience in fire services or technical operations is not stated as required

ABOUT THE ROLE

We have partnered with a leading Australian company specializing in a full range of fire services, including design, installation, commissioning, maintenance, and testing of fire protection systems. Established in 2008, They are committed to Australian Standards, offering innovative and flexible fire protection solutions. They provide 24/7 emergency assistance and are fully licensed to test, install, maintain, and certify a wide range of fire systems.

As a Subcontractor Coordinator, you’ll be responsible for making sure information from our subcontractors is accurately recorded in Uptick. This includes details such as defects, quotations, test reports, and corrective actions. You’ll help keep our records organized and up to date while supporting smooth service delivery, compliance, and accurate customer billing.

WHY COOEE

Because we believe in the power of human connection. Because we are committed to flourishing human potential. Because we dream of a world where each one of us walks along the path to who we are and the best that we can be. This is Why we do What we do – 'To be a part of transformation one person, one community, one business at a time.

We are One Team committed to investing in relationships fueled by trust and anchored on the One Shared Vision 'to transform through connection'. We believe this is where the strength of Cooee and our partnerships lie – in having clarity and conviction in purpose.

WHAT YOU'LL BE WORKING ON:

Subcontractor Data Collection and Processing

• Receive and review test sheets, defect reports and quotations from the Subcontractors for completeness and accuracy before the data entry.
• Standardize external terms and formats into the correct Uptick Structure (defect types, asset links, service levels, Scheduling categories, etc.).

Uptick Data Entry and Integrity

• Log defects, tasks, service results, and quotes into the Uptick Following Internal Workflows.
• Map data accurately to their correct sites and resolve any inconsistent data entries.

Workflow Management

• Create repair tasks, process quotes and manage follow-up work orders based on the subcontractor findings.
• Track equipment bookings, monitor overdue submission, and close out completed tasks.

Communication & Coordination

• Coordinate with subcontractors and internal teams to keep work information updated.
• Follow up on missing details, defects, and reporting concerns.
• Assist subcontractors with documentation and reporting requirements.

Quality Control & Compliance

• Review subcontractor information in Uptick for accuracy and completeness.
• Check reports, photos, test results, and defect details against company requirements.
• Ensure records are properly documented and ready for review.

Reporting & Performance Tracking

• Prepare reports on defects, completed work, quotes, and pending follow-ups.
• Track common reporting issues and help identify areas for improvement.
• Support the team in improving turnaround time and data accuracy.

WHAT WE'RE LOOKING FOR:

• Open to fresh graduates (Background in service coordination, operations, admin, or customer service is preferred but not required)
• Eagerness to learn and grow in the role.
• Effective communication skills (verbal and written) that will enable you to build a connection with non-Filipino clients and team members.
• High attention to detail and strong organizational skills
• Experience in handling high volumes of admin tasks accurately
• Strong system navigation and document management skills
• Proactive communicator with the ability to coordinate across departments

Job Type: Full-time, Day Shift

Onsite (Makati Office): 901-C, 9th Floor, Vicente Madrigal Building, 6793 Ayala Avenue, Makati City, Philippines