Operations Specialist

3 weeks ago

Manila, Philippines Celeste Full time

Location: 100% Remote (Philippines-based)

Schedule: Flexible | Ideally Hybrid NZT timezone | approx 7:00 AM – 3:00 PM Auckland Time

Role Type: Independent Contractor

Rate: Approximately ₱500 per hour

Why this role matters

We’re looking for an Operations Specialist who thrives in creating order out of complexity. You’ll be the operational backbone of our growing business—bridging strategy and execution while keeping projects, clients, and workflows on track.

This role is a unique opportunity to work directly with the founder, supporting clients across multiple industries and ensuring every detail—big or small—is handled with excellence.

What you’ll do Project & Client Operations
  • Manage end-to-end project lifecycle: intake, onboarding, execution, and closeout.
  • Keep project paperwork, documentation, and compliance submissions organized (including municipal requirements).
  • Update clients and with project status and ensure smooth communication.
  • Coordinate meetings with clients, prepare agendas, and manage follow-ups for accountability.
  • Maintain and refine client onboarding forms, proposals, and templates to deliver a consistent, high-quality experience.
  • Issue contracts, NDAs, invoices, and quotes as needed.
  • Support software PRM updates and log requests with the partnerships team.
Customer Success & Communication
  • Serve as a reliable point of contact post-onboarding, ensuring timely updates and follow-ups.
  • Prepare clear, engaging materials for client meetings and project reviews.
  • Maintain accurate client records in HubSpot CRM, keeping data clean and actionable.
  • Survey customers to gather feedback and identify opportunities for improvement.
Administration & Workflow Support
  • Manage daily admin tasks: invoicing, receipt tracking, expense monitoring, and file organization.
  • Own Trello management (internal + client-facing boards), ensuring visibility, structure, and deadlines.
  • Organize digital assets and documentation into intuitive systems for team-wide access.
  • Support leadership with research, presentations, travel bookings, and ad hoc projects.
Tech-Driven Optimization & Special Projects
  • Leverage CRMs, automation tools, and workflow platforms to streamline processes.
  • Prepare monthly pipeline and results reporting to inform business decisions.
  • Explore opportunities to improve systems and workflows for greater efficiency.
  • Own special projects such as blog publishing, video editing (simple Looms/screen shares), and LinkedIn messaging/posting.
About you
  • Legally eligible to work in the Philippines as an Independent Contractor.
  • 3+ years of experience in operations, administration, or project coordination.
  • Strong fluency in written and verbal English.
  • Excellent organizational and time management skills, with the ability to manage multiple priorities.
  • Proficient with: HubSpot, Trello, Google Workspace, Slack, Xero, WordPress, LinkedIn.
  • Comfortable in a client-facing role—proactive, detail-oriented, and solution-focused.
  • Owns a reliable laptop/computer with stable high-speed internet.
Bonus points for
  • Experience with US-based or fast-paced small companies.
  • Industry knowledge: construction, logistics, real estate, or similar.
  • Familiarity with tools like Miro, LinkedHelper, Fathom AI, Docuseal, GoDaddy hosting.
  • Skills in light video editing (for LinkedIn/YouTube) and/or publishing content to websites.
  • Experience with SafetyCulture software (PRM or other modules) is a huge plus.
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