Operations Project Specialist

Magic Taguig, National Capital Region, Philippines Join or sign in to find your next job Join to apply for the Operations Project Specialist role at Magic Magic Taguig, National Capital Region, Philippines 1 week ago Be among the first 25 applicants Join to apply for the Operations Project Specialist role at Magic About Magic Magic is a leading modern outsourcing platform that connects SMBs to high-quality remote workers, from SDRs to virtual assistants and more. With roots in Silicon Valley, and backing from top venture capitalists, our workers are supercharged with a combination of the latest AI technology and training. Department: Magic EA Location: Philippines Compensation: ₱36,000 / month Description Magic is a leading modern outsourcing platform that connects SMBs to high-quality remote workers, from SDRs to virtual assistants and more. With roots in Silicon Valley, and backing from top venture capitalists, our workers are supercharged with a combination of the latest AI technology and training. Background Our company came out of Y Combinator in 2015. Since then we've grown to 1000+ remote workers, with strong venture‑backing (including Sequoia Capital) and over $30M in funding to date. We are fully remote across Asia and US time zones. Check out Magic's Business Profile Know more about our Team via Magic's Careers Page Why does this role exist? The Operations Project Specialist is the backbone of operational excellence within the Magic Executive Assistant (MEA) team. This role ensures that data accuracy, quality performance, and smooth execution of key processes are maintained consistently. As the main point of contact for performance metrics, coaching plans, and quality assurance, you'll help the MEA team operate efficiently, deliver exceptional client support, and scale sustainably in line with Magic's growth trajectory. About the Magic Executive Assistant (MEA) Team The MEA team is responsible for delivering high-quality executive assistant services to our clients. Our structure includes Account Leads who manage client relationships and coach assistants, Assistant Operations Managers (AOMs) who oversee daily operations, and support roles that ensure quality and operational excellence. This Operations Project Specialist role is critical to maintaining our performance standards and data integrity. The Impact you'll make Performance Metrics Management Act as the main point of contact for MEA performance data and metrics Ensure performance reports are accurate, up-to-date, and reflect the actual outputs of Account Leads Coordinate with Account Leads and Assistant Operations Managers (AOMs) to correct data inconsistencies and maintain reliability Support the creation of clear, easy-to-understand dashboards or reports for leadership review Respond promptly to Assistant Operations Manager requests regarding Daily Stand-Ups (DSUs), check-ins, and data discrepancies Track deliverables and ensure weekly data pools are complete and accurate Quality Assurance for Account Lead Calls Conduct quality reviews of Account Lead calls with assistants and clients Evaluate calls using the established QA rubric and identify key strengths and improvement areas Document findings and share feedback with Account Leads and Assistant Operations Managers Identify recurring issues or trends and raise them for process or training updates Complete 5-10 spot checks per week, ensuring calibration with team standards Become fully calibrated on QA standards to work independently without constant oversight Coaching Plan Monitoring Track all assistants reported for coaching and ensure a Coaching Plan is in place Monitor Account Lead follow-through and ensure all plans are completed, documented, and properly closed out Coordinate with Assistant Operations Managers and Project Managers on overdue or incomplete plans Keep detailed records of progress and feedback for continuous improvement Process Improvement & Documentation Identify operational gaps, inefficiencies, or inconsistencies in MEA processes Propose practical solutions and help implement improvements that scale Support the documentation of new workflows, tools, and updates to ensure process clarity and sustainability Coordinate with cross-functional teams to ensure smooth rollout of process or system updates Project Coordination Manage timelines, deliverables, and communication for assigned operational projects Ensure alignment between teams by maintaining regular updates and status tracking Escalate blockers and ensure timely resolution to keep projects moving forward Support testing and evaluation of new tools or processes before full rollout Cross-Functional Coordination Collaborate with Assistant Operations Managers, Account Leads, and the Project & Process Innovation team to ensure alignment Provide updates on key metrics, QA insights, and coaching plan progress during syncs or reports Assist in implementing operational initiatives that support MEA scalability and performance improvement Note: Responsibilities subject to change depending on the department's direction and focus. Required Experience MUST HAVE : 2+ years of experience in operations, quality assurance, or data analysis roles Experience in BPO, customer service management, or similar environments preferred Strong attention to detail and organizational skills Excellent communication and coordination abilities across teams Comfortable managing multiple ongoing tasks and deadlines Analytical mindset with the ability to identify process gaps and suggest improvements Proficient in Google Sheets (formulas, tracking) and documentation tools Experience with CRM systems (HubSpot experience is a plus) Ability to work independently using available resources and AI tools (like ChatGPT) to solve problems Proven track record of working effectively in remote environments WFH Set-Up: Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up. Internet speed of at least 40MBPS Headset with an extended mic that has noise cancellation and a webcam Back-up computer and internet connection Quiet, dedicated workspace at home Your superpowers are... Deep-diving detective skills to spot data inconsistencies and get to the root of issues Quality-obsessed mindset for ensuring performance meets the highest standards Initiative and self-direction to figure out solutions independently and improve processes without being asked Proactive communication that keeps everyone in the loop without needing constant reminders Multitasking mastery to juggle metrics, QA, coaching plans, and projects simultaneously Consistency and reliability in delivering daily updates, reports, and following through on commitments Collaborative spirit to work seamlessly with cross-functional teams Adaptability to shifting priorities while maintaining quality and attention to detail You should apply if... You have experience working with data and spreadsheets, and get satisfaction from seeing everything align perfectly You have a quality analyst mindset and can objectively evaluate performance using rubrics You're the type of person who proactively communicates status updates without being prompted You can switch between tasks fluidly—reviewing a call one moment, updating metrics the next You thrive on finding inefficiencies and coming up with practical solutions to fix them You're comfortable learning new tools and processes quickly, leveraging AI assistance when helpful You're responsive and reliable—your team knows they can count on you to be present and engaged You enjoy supporting others' success by ensuring systems, data, and processes work smoothly You're detail-oriented but also understand the bigger picture of how your work impacts the team You bring a positive, casual energy to team interactions while staying professional and accountable Benefits What to expect... Work-from-home setup : Fully remote position with flexibility to work from your preferred location Working hours : 4AM–1PM PHT, Tuesday–Saturday Days Off: Sunday–Monday (subject to change depending on team needs) Training Duration: Around 1–2 weeks Trainers: You'll be trained by our current metrics specialist and Project & Process Innovation Manager Tools You'll Use: Google Workspace, HubSpot, and Magic's internal tools (full training provided) Fixed Salary Package : Php 36,000 / per month Seniority level Mid-Senior level Employment type Full-time Job function Project Management and Information Technology Industries Software Development Referrals increase your chances of interviewing at Magic by 2x Sign in to set job alerts for “Project Specialist” roles. #J-18808-Ljbffr