Administrative Support Specialist

17 hours ago

Antipolo City, Calabarzon, Philippines beBeeAdministrative Full time ₱12,000 - ₱18,000
Job Title: Administrative Support Specialist

This is a mid-senior level, full-time position that supports core financial, HR, and administrative functions. The role handles day-to-day tasks across banking, payroll, bill pay, and tax documentation.

The role oversees the administration of financial and HR systems, ensuring timely and accurate payment execution, vendor management, and compliance with regulatory requirements.

In addition to these responsibilities, the ideal candidate will possess strong organizational skills, be able to multitask effectively, and maintain confidentiality in handling sensitive information.

This position requires a proactive approach to problem-solving, excellent communication skills, and the ability to work collaboratively as part of a remote team.

Main Responsibilities:

  • Banking & Credit Card Administration:
    • Initiate and track payments across multiple bank and credit card accounts
    • Reconcile monthly credit card transactions and maintain up-to-date records
    • Manage expense reimbursements and coordinate with internal stakeholders
  • Accounts Payable & Bill Pay:
    • Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution
    • Communicate directly with vendors to confirm payment timing, request documentation (e.g. W-9s), and resolve discrepancies
    • Track aging payables and flag overdue items or payment risks
  • Payroll:
    • Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment
    • Manage bonuses, commissions, and contractor disbursements in coordination with department leads
    • Maintain payroll records and documentation in accordance with compliance standards
  • Bookkeeping & Financial Admin:
    • Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records
    • Assist with monthly close tasks in coordination with the finance team
    • Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records
  • Tax Compliance:
    • File sales tax returns accurately and on time across applicable states
    • Coordinate with the CPA to support sales tax compliance and respond to documentation requests
    • Organize and maintain tax-related records to support annual filings and audits
  • People Ops & Onboarding:
    • Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms
    • Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists
    • Coordinate with department leads to ensure smooth onboarding and system access
  • General Operations & Administrative Support:
    • Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team
    • Maintain organized shared drives, folders, and documentation systems
    • Draft SOPs and internal process documentation related to the role's responsibilities

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