Operational Support Specialist

3 days ago

Caloocan City, National Capital Region, Philippines beBeeAdministrative Full time $12,000 - $18,000
Job Description

As a key member of our team, you will provide administrative support to ensure the smooth operation of our core financial, HR, and administrative functions. Your role will involve handling day-to-day tasks across banking, payroll, bill pay, and tax documentation, while also assisting with onboarding and internal coordination.

Responsibilities:
  • Banking & Credit Card Administration: Initiate and track payments across multiple bank and credit card accounts, reconcile monthly credit card transactions, maintain accurate documentation, and manage expense reimbursements.
  • Accounts Payable & Bill Pay: Manage day-to-day activities in Bill.com, including invoice entry, coding, approvals, and payment execution. Communicate directly with vendors to confirm payment timing, request documentation, and resolve discrepancies.
  • 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.
  • 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.
  • 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.
  • 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.
Requirements

To be successful in this role, you should possess:

  • 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-starting abilities 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.

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