Backend Operations Specialist

2 weeks ago

Porac, Philippines beBeeOperational Full time ₱35,000 - ₱50,000

Are you a highly organized and detail-oriented professional seeking a challenging role that will utilize your strong analytical and organizational skills?

Job Description

Our organization is seeking an Operational Assistant to streamline backend operations, manage invoicing and time tracking, and bring essential structure to our fast-moving environment.

This isn't just an administrative role; we need someone with a sharp mind, a strong backbone, and a knack for accounting. If you're the person who brings calm to the storm and ensures nothing falls through the cracks, your contributions will be crucial for our growth.

Key Responsibilities:
  • Administrative Support:
    • Manage documents, trackers, and operational workflows.
    • Oversee and audit Hubstaff time tracking for all contractors and external staff.
    • Prepare and send client contracts using established templates.
    • Track key deadlines and ensure critical actions are followed up on.
  • Financial Operations:
    • Own and manage the invoicing process — ensure all hours are invoiced correctly and on time.
    • Assist in processing salary and contractor payments while keeping records organized and up to date.
    • Support with finance-related admin: receipts, documentation, reconciliations, etc.
    • Proactively spot and resolve payment delays, discrepancies, or red flags.
  • Research & Coordination:
    • Research relevant awards, events, partnerships, and apply to them as needed.
    • Support with ad hoc projects, market research, and executive reporting.
    • Help manage calendars, reminders, and weekly execution checklists
Requirements:
  • Education: Bachelor's degree or higher in Finance, Accounting, Business, or a related field.
  • Experience: Proven experience in administrative, financial operations, or operational support roles.
  • Organizational Skills: Strong analytical and organizational skills — you're the one who sees the problem before anyone else notices it.
  • Invoicing Expertise: Experience handling complex invoicing operations.
  • Independent & Resourceful: Takes initiative and figures things out without waiting for full instructions.
  • Thrives in Chaos: Stays focused and efficient even when priorities shift quickly.
  • Detail-Obsessed: Never misses a follow-up, deadline, or formatting error.
  • Communication: Professional communication skills, both written and verbal.
Nice to Have:
  • Background in staffing, outsourcing, or recruitment operations.
  • Confident enough to hold founders and stakeholders accountable when needed.
  • Experience working in international, fast-paced startup environments.
  • Experience calculating financial metrics like burn rate, runway, churn, LTV/CAC, etc.
  • Familiarity with tools like Notion, Google Workspace, Hubstaff, ClickUp, Xero/QuickBooks.

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