Administrative Business Manager

2 weeks ago

Imus, Calabarzon, Philippines beBeeOperations Full time ₱40,000 - ₱70,000
Job Opportunity

This role involves managing day-to-day tasks and responsibilities to ensure seamless operational workflow. The ideal candidate will have strong organizational skills, attention to detail, and excellent communication abilities.


Key Responsibilities:
  • Manage daily email filtering and responses using existing Outlook filing system, maintaining under 10 actionable emails and striving for inbox zero.
  • Screen and filter incoming phone calls, utilizing software tools to rank and prioritize communications, escalating only critical matters requiring founder attention.
  • Coordinate daily scheduling for subcontractors, materials delivery, and internal/external client confirmations.
  • Support estimation processes by following up with part-time estimator on delivery commitments and deadlines.
  • Assist with variation estimate processes including sketch preparation, documentation, and support tasks.
  • Manage CRM pipeline during transition to APB Smarter websites platform, ensuring maximum utilization of system features.
  • Filter and qualify incoming leads to identify genuine prospects versus tire-kickers.
  • Support social media marketing initiatives and lead generation activities.
  • Maintain consistent marketing activities and publications during peak operational hours.
  • Create and maintain standard operating procedures (SOPs) and checklists for all business processes.
  • Track costs and project allocations accurately in existing Excel systems (with potential migration to other platforms).
  • Ensure proactive communication with clients regarding project updates and potential delays.
  • Upload and organize position descriptions and business documents in Trello for team access.

Scope of Work:
  • Reduce founder's email management time from 100% to 15-20% through effective triage system.
  • Eliminate spam calls (currently 30+ daily) and filter only legitimate calls requiring founder attention.
  • Achieve same-day email response times with maximum 10 actionable items in inbox.
  • Complete daily scheduling tasks without requiring founder's evening time blocks.
  • Ensure estimation delivery times are consistently met through proactive follow-up.
  • Process variation estimates within 24-48 hour turnaround time.
  • Establish and maintain lead qualification process to improve sales efficiency.
  • Maximize utilization of existing software subscriptions (Thrive, APB Smarter websites).
  • Create comprehensive SOP library starting with own role blueprint, expanding to all business processes.
  • Support business growth during 8-12 week onboarding and integration period.
  • Work within 10-80-10 framework: receive 10% guidance from founder, execute 80% independently, provide 10% back for final review.
Requirements:
  • Strong experience with email management systems, particularly Outlook.
  • Excellent communication skills for phone screening and client interaction.
  • Experience with CRM systems and willingness to learn new platforms (APB Smarter websites/Thrive).
  • Proficiency in Excel for cost tracking and project management.
  • Experience with project management tools like Trello.
  • Understanding of construction/building industry terminology and processes preferred.
  • Ability to create detailed process documentation and SOPs.
  • Strong organizational skills and attention to detail.
  • Proactive communication style with ability to anticipate client needs.
  • Experience with lead qualification and basic marketing support.
  • Comfortable with screen recording tools (Komodo) for process documentation.
  • Australian business hours availability.
  • Permanent work from home.
  • Immediate hiring.

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