Business Development, Project & Administrative Assistant

Job Description

Collective Ingenuity Renewable (Phils.) Corporation is looking for a Business Development,

Project & Administrative Assistant to support our business development, project, and administrative work in the Philippines. This is a support role covering research, information gathering, internal follow-up, Management-assigned external communication, project coordination, and administrative tasks. The position requires someone who can understand instructions clearly, find and verify information, communicate professionally, and complete assigned tasks with proper follow-through.

Key Responsibilities

Business Development Support

• Research potential clients, business opportunities, markets, and relevant industry information.
• Gather and verify information needed for business development and project evaluation.
• Assist in compiling and formatting Management-approved reports, presentations, quotations, proposals, and other business development materials, without independently deciding prices, commercial terms, or company commitments.
• Maintain leads, contact lists, opportunity trackers, and related records.
• Monitor and internally follow up with the assigned Business Development Executive regarding leads, opportunities, project activities, pending requirements, commitments, and next actions, and provide updates to Management.

Management-Assigned Research & Project Coordination Support

• When specifically assigned or approved by Management, coordinate specific project documents, schedules, meetings, and administrative requirements with approved external parties.
• Conduct assigned research and external communication to identify and verify the correct organization, department, and contact person needed for current or future projects and company operations.
• Gather and verify contact details, responsibilities, communication history, and other relevant information and keep proper records.
• Make outbound calls or communicate with external parties when specifically assigned to obtain or confirm information, establish contacts, or clarify the next step, timeline, or reason or delay.
• Arrange meetings, prepare meeting minutes and follow-up lists, and maintain project trackers and related documents.
• Monitor assigned requirements internally and remind the responsible person about pending actions, deadlines, and commitments.
• The assistant may support meeting arrangements, documentation, record maintenance, and specifically assigned coordination activities. However, the assigned Business Development Executive remains responsible for direct communication and follow-up with clients, prospects, suppliers, and commercial counterparties.

 Administrative Support

• Prepare, organize, and maintain company documents, records, shared folders, databases, and administrative files.
• Assist with document submissions, purchasing inquiries, quotations, supplier coordination, and other administrative tasks when assigned.
• Provide reasonable administrative support to HR, Accounting, Sales, and Management when required, without taking over the professional responsibilities of those functions.

Qualifications

• Bachelor’s degree in Business Administration, Management, Marketing, Communications, Office Administration, or a related field.
• At least 1 year of relevant experience in business development support, sales support, project coordination, administration, research, or a similar role.
• Fresh graduates may be considered if they can demonstrate strong English communication, professional phone confidence, research ability, initiative, and relevant internship, OJT, or organizational experience.
• Strong English comprehension, verbal communication, and business writing skills.
• Able to clearly understand instructions, including required actions, conditions, deadlines, exceptions, and information that needs clarification.
• Confident making outbound calls to unfamiliar companies, government offices, utility providers, consultants, suppliers, contractors, and other external parties when assigned.
• Able to communicate professionally during phone calls and meetings, ask relevant questions, and obtain clear and useful information.
• Able to understand the purpose of an assignment, identify missing information, and determine the next steps with limited supervision.
• Proactive, resourceful, persistent, organized, and able to manage several assignments, maintain proper records, and provide timely and accurate updates.
• Proficient in Microsoft Office and/or Google Workspace.
• Experience with reports, presentations, meeting minutes, trackers, databases, CRM, or project management tools is an advantage.
• Familiarity with solar, renewable energy, construction, engineering, or other project-based industries is an advantage but not required.

Career Development

As the Company grows, the role may develop toward project coordination, business development support, or administrative operations based on the employee’s capabilities and

performance.