Senior Financial Operations Coordinator

7 days ago

Batangas, Calabarzon, Philippines beBeeAdministrative Full time ₱12,000 - ₱18,000
Operations Administrative Assistant Job Description

This role is responsible for supporting core financial, HR, and administrative functions that keep the business running smoothly behind the scenes.


Key Responsibilities:
  • 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
  • Maintain accurate documentation and ensure transaction details are well organized and accessible

  • 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, and resolve discrepancies
  • Track aging payables and flag overdue items or payment risks
  • Ensure all bill pay activity is properly documented and aligned with internal approval workflows

  • 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
  • Prepare payroll reports and support audits or reporting requests as needed

  • 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
  • Maintain organized financial documentation to support reporting and 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
  • Prepare and submit documentation needed for year-end tax prep in coordination with the CPA

  • 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
  • Support internal tracking of onboarding progress and documentation status

  • 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
  • Support ad hoc administrative needs across operations, finance, HR, marketing, and general business functions and projects

Requirements:


  • 3-5 years of experience in administrative, finance, or operations support roles
  • Proven ability to handle sensitive financial and HR information with discretion and accuracy
  • Self-starter with a systems mindset who can build, refine, and own repeatable workflows
  • Highly organized, dependable, and proactive in identifying and solving problems
  • Strong English written and verbal communication skills across teams and external partners
  • Comfortable working in a remote environment across time zones
  • Experience with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets
  • Familiarity with sales tax filings, payroll processes, and vendor management is a plus

The ideal candidate is highly dependable, self-starting, and has strong English written and verbal communication skills across teams and external partners.

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