Operations Coordinator

4 days ago

Mandaluyong City, National Capital Region, Philippines Penbrothers Full time

About Penbrothers:

We are an HR and remote talent management partner, dedicated to providing global opportunities for talented Filipinos in high-growth startups and dynamic companies.

We specialize in contract, contract-to-hire, and direct-hire placements across multiple industries, including energy, technology, financial services, and healthcare.

We have a deep understanding of labor markets and focus on building long-term relationships with both clients and candidates. Our recruiters source professionals for key roles, ranging from IT leadership and project management to finance and business analysis, ensuring that companies receive highly qualified talent aligned with their strategic needs.

We deliver staffing solutions that drive business success while helping professionals advance their careers.

About the Role:

We are seeking a detail-oriented and organized Administrative Support Specialist to assist with various administrative and operational functions. This role is essential in ensuring smooth processes related to personnel management, compliance, scheduling, and reporting.

The ideal candidate will be proactive, capable of multitasking, and possess excellent communication skills.

  • Support BH/BHA operations, including contractor terminations and compliance tracking.

  • Ensure all client Master Service Agreements (MSAs) remain active and up to date.

  • Monitor Certificates of Insurance (COI) for Contractors to ensure compliance with client requirements.

Responsibilities:

Business & Compliance

• Support BH/BHA operations, including contractor terminations and compliance tracking.

• Ensure all client Master Service Agreements (MSAs) remain active and up to date.

• Monitor Certificates of Insurance (COI) for Contractors to ensure compliance with client requirements.

Employee Integration & Scheduling

• Oversee the onboarding process, including new hire setup, distribution of handbooks, and management of Paid Time Off (PTO) calendars.

• Set up and maintain core business calendar invites for key meetings and company-wide events.

• Track consultant contract end dates and coordinate recruiter/Account Manager offsite logistics.

• Organize and manage logistics for the annual holiday party.

Administrative & Reporting

• Maintain and track invoicing follow-ups using an Excel-based system.

• Contact candidates and client managers to ensure timely timesheet submissions and approvals.

• Generate reports and respond to client requests for information.

• Schedule and coordinate interviews on hiring managers' calendars.

• Attend supplier calls, provide detailed transcripts, and summarize key takeaways.

• Conduct regular data clean-up and maintenance within Bullhorn.

• Update and maintain company records with accurate and up-to-date information.

• Import and organize call lists from ZoomInfo for outreach and engagement.

• Prepare meeting minutes for director and shareholder meetings.

What You Bring:

  • Experience: 3-5 years of administrative experience, preferably in a fast-paced environment.

  • Education: Bachelor's degree in Business Administration, Human Resources, Communications, or a related field preferred.

  • Organizational Skills: Strong ability to prioritize tasks, manage multiple responsibilities, and maintain attention to detail.

  • Communication & Problem-Solving: Excellent verbal and written communication skills with a proactive approach to troubleshooting and issue resolution.

  • Independence & Deadline Management: Ability to work autonomously, take initiative, and consistently meet deadlines with minimal supervision.

  • Technical Proficiency: Proficient in using various tools and platforms, including CRM systems (Bullhorn), Microsoft Outlook, MS Teams, Google Sheets, and other productivity software.

  • Work Schedule: Comfortable working during U.S. business hours, adapting to time zone differences as needed.

  • Preferred Experience: Background in operations support is a plus, with an understanding of compliance, reporting, and administrative processes.

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