Operational Assistant

3 days ago

Caloocan City, National Capital Region, Philippines Bamboo Works Full time

Operational Assistant

We're looking for a highly organized, financially savvy, and proactive Operational Assistant to streamline our backend operations, manage invoicing and time tracking, and bring essential structure to our fast-moving firm. At Bamboo Works, an international recruitment and staffing firm, you'll take full ownership of financial operations, document administration, and contract management, vital to our day-to-day efficiency. This isn't just an admin role; we need someone with a sharp mind, a strong backbone, a knack for accounting, and an obsession for details. If you're the person who brings calm to the storm and ensures nothing falls through the cracks, your contributions will be crucial for our growth.

What You'll Be Doing:
  • Administrative Support
    • Manage documents, trackers, and operational workflows.
    • Oversee and audit Hubstaff time tracking for all contractors and external staff.
    • Prepare and send client contracts using established templates.
    • Track key deadlines and ensure critical actions are followed up on.
  • Financial Operations
    • Own and manage the invoicing process — ensure all hours are invoiced correctly and on time.
    • Assist in processing salary and contractor payments while keeping records organized and up to date.
    • Support with finance-related admin: receipts, documentation, reconciliations, etc.
    • Proactively spot and resolve payment delays, discrepancies, or red flags.
  • Research & Coordination
    • Research relevant awards, events, partnerships, and apply to them as needed.
    • Support with ad hoc projects, market research, and executive reporting.
    • Help manage calendars, reminders, and weekly execution checklists
Who You Are:
  • Education: Bachelor's degree or higher in Finance, Accounting, Business, or a related field.
  • Experience: Proven experience in administrative, financial operations, or operational support roles.
  • Organizational Skills: Strong analytical and organizational skills – you're the one who sees the problem before anyone else notices it.
  • Invoicing Expertise: Experience handling complex invoicing operations.
  • Independent & Resourceful: Takes initiative and figures things out without waiting for full instructions.
  • Thrives in Chaos: Stays focused and efficient even when priorities shift quickly.
  • Detail-Obsessed: Never misses a follow-up, deadline, or formatting error.
  • Communication: Professional communication skills, both written and verbal.

Nice to Have:
  • Background in staffing, outsourcing, or recruitment operations.
  • Confident enough to hold founders and stakeholders accountable when needed.
  • Experience working in international, fast-paced startup environments.
  • Experience calculating financial metrics like burn rate, runway, churn, LTV/CAC, etc.
  • Familiarity with tools like Notion, Google Workspace, Hubstaff, ClickUp, Xero/QuickBooks.

Why This Role?

  • Part-time or Full-time
Do you have 3+ years of experience in administrative, financial ops, or other operational support roles?*

What is your highest educational attainment?*

Briefly discuss your experience in a similar role.*

Share your experience in handling complex invoicing operations.*

Do you have experience working in staffing, outsourcing, or recruitment operations?*

How comfortable are you working on a fast-paced startup landscape?*

Select the tools you are familiar with.* Notion Google Workspace Hubstaff ClickUp Xero/QuickBooks Others

Are you comfortable with the engagement terms: part-time or full-time, independent contractor (fully remote), and PH timezone?*

How much is your current salary? (in USD/month)*

How much is your expected salary? (in USD/month)*

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