Administrative Operations Specialist

2 days ago

Cainta, Calabarzon, Philippines beBeeAdministrative Full time ₱7,200 - ₱7,800
Job Opportunity

The Program Coordinator plays a vital role in the program team, responsible for handling various administrative, data entry, and project-based tasks assigned by the Program Manager. These tasks may include assisting in candidate onboarding, monitoring missing timesheets, expenses, and invoice submissions, following up with associates and managers to ensure approval completion by Payroll Deadline cut-off, and assisting the program team in maintaining data within the VMS and/or Client Facing Systems.

This involves managing the general mailbox, providing timely and accurate responses to hiring manager and supplier inquiries, researching independently as needed. Additionally, the Program Coordinator assists the Program Manager, Specialists, Hiring Managers, and Suppliers during all stages of the requisition and contingent worker management processes, including follow-up on requisition approvals, interview scheduling, onboarding and offboarding of workers, time and expense management.

Key Responsibilities:
  • Manage the general mailbox, providing timely and accurate responses to hiring manager and supplier inquiries, researching independently as needed.
  • Assist the Program Manager, Specialists, Hiring Managers, and Suppliers during all stages of the requisition and contingent worker management processes, including follow-up on requisition approvals, interview scheduling, onboarding and offboarding of workers, time and expense management.
  • Support Onboarding & Offboarding activities, ensuring all onboarding steps are completed accurately and on time, collaborating with suppliers, hiring managers, and internal teams to resolve issues promptly.
  • Offboard workers, returning badges, deactivating systems, and completing documentation.
  • Prepare and distribute weekly/monthly dashboards and ad hoc reports for client and internal use.
  • Monitor Power BI and VMS dashboards, documenting anomalies and escalating potential issues.
  • Meet deadlines for weekly tasks and reporting assigned by your manager.

The successful Program Coordinator will be responsible for ensuring that assigned tasks meet program SLAs, work collaboratively with the program team, and demonstrate strong communication skills.

Requirements:
  • A high school diploma and 1-3 years' experience as a recruiting assistant, staffing coordinator, or administrative assistant are required.
  • Proficiency in technology, including Microsoft suite and Adobe, is essential.
  • Knowledge of VMS, HRIS, or ATS systems is also necessary.
  • Familiarity with office administrative procedures and standard office equipment is preferred.

This role operates in a professional office environment, requiring minimal travel and lifting files or objects up to fifteen pounds.

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