Operations Coordinator

2 weeks ago

Manila, National Capital Region, Philippines van den Boom & Associates Full time

van den Boom & Associates is a US-based accounting and finance services firm. We specialize in supporting life science companies primarily in the roles of part-time accounting and finance support. We are looking to add a collaborative and detail-oriented Operations Coordinator to our growing team At van den Boom & Associates, we provide an environment which values teamwork, coaching, and development.

ABOUT THE ROLE

The primary responsibility of this role is to provide comprehensive administrative support to ensure smooth operations in our office. The ideal candidate is reliable and detail-oriented with strong skills in planning, coordinating, and executing a variety of office operations. This role will play a key part in our team's efficiency and fostering a positive, collaborative workplace.

WORK SCHEDULE: 7:30 AM – 4:30 PM US PDT (11:30 PM – 8:30 AM Philippine Standard Time), Follows Philippine Holidays
POSITION TYPE: Full-time
WORK ARRANGEMENT: Remote

ROLE RESPONSIBILITIES
  • Serve as primary point of contact for internal and external communication for PHL office administration
  • Schedule and coordinate meetings, appointments, and events
  • Assist with office catering coordination
  • Assist with booking travel and accommodations for firm events
  • Maintain inventory of office supplies and place orders as necessary
  • Organize and manage files, records, and correspondence in Asana to collaborate with various teams and offices
  • Oversee maintenance and organization of the office space as well as monitor and maintain office equipment to ensure functionality
  • Work with the Operations Team to support the planning and logistics of fun, collaborative team events
  • Manage vendors and third-party relationships to support successful event delivery
  • Manage inventory levels, ensuring all supplies, swag, and materials (e.g., snack orders, promotional items, gifts, and office supplies) are accurately tracked, replenished, and maintained
  • Maintain an organized inventory tracking system to account for distributed items, including company-branded materials and gifts
  • Support the distribution of inventory items to employees or team leaders for various initiatives
  • Work independently to effectively solve problems that may arise with confidence
  • Anticipate and identify issues and propose solutions
  • Perform other related duties as assigned by management
PREFERRED SUPERPOWERS
  • Bachelors Degree or equivalent plus five or more years related experience with office administrative support
  • Excellent verbal and written communication skills
  • Project management skills including but not limited to superior organizational skills, timely follow-through on tasks, and staying in touch with key stakeholders
  • Self-starter who will take initiative with minimal direction
  • Versatility, flexibility, and a willingness to work with changing priorities with enthusiasm
  • Acute attention to detail
  • Creative, flexible, and innovative team player
  • Strong organizational, problem-solving, and analytical skills; able to manage competing priorities and workflows
  • Demonstrated ability to plan and organize projects
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Asana experience a plus
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