Administrative Operations Specialist

2 days ago

Province of Palawan, Mimaropa, Philippines beBeeOperations Full time ₱540,000
Job Overview

We're seeking a highly organized, proactive operations professional to support multiple business divisions as we scale into new markets. You'll manage communications, streamline systems, handle scheduling and invoicing, and work closely with leadership to drive efficiency and growth.

Key Responsibilities
  • Manage and triage multiple email inboxes for administrative and executive emails
  • Handle all client communications and inquiries within 24-hour response timeframes, maintaining proactive communication throughout project lifecycles
  • Generate quotes and invoices using our job management software, ensuring accurate job costing and timely billing
  • Schedule jobs and coordinate resources to optimize crew efficiency and minimize travel time between sites
  • Manage accounts receivable processes, including persistent follow-up on outstanding invoices to reduce aging
  • Upload and match supplier invoices to correct jobs within our job management software for accurate job profitability tracking
  • Coordinate with project managers on project administration and resource allocation
  • Organize and maintain all job documentation, compliance records, and WHS requirements
  • Support transition from paper-based safety documentation to digital systems
  • Create and maintain Standard Operating Procedures (SOPs) for all business processes
  • Maximize utilization of our job management software features and ensure best practices across the platform
  • Support business development activities including potential social media management and website redevelopment
Requirements
  • Strong experience with construction or trades industry operations
  • Proficiency with job management software, preferably SimPro (training and mentorship provided)
  • Excellent written and verbal communication skills for client-facing interactions
  • Experience with invoicing, accounts receivable, and basic financial administration
  • Strong organizational skills and attention to detail for compliance documentation
  • Understanding of Australian construction industry practices and compliance requirements
  • Comfortable with technology adoption and process documentation
  • Experience with email management and multi-channel communication coordination

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