Operational Business Coordinator

1 day ago

Manila, National Capital Region, Philippines beBeeAdministrative Full time $12,000 - $18,000
Job Overview:

The Operations Administrative Assistant role plays a pivotal part in ensuring the smooth functioning of core financial, HR, and administrative tasks behind the scenes. This position handles daily responsibilities across banking, payroll, bill pay, and tax documentation, while also providing support with onboarding and internal coordination.

We are seeking an exceptional candidate who is highly dependable and experienced, detail-oriented, and easy to work with. This individual should be eager to help build and improve systems related to their responsibilities in this high-trust role that supports finance, people operations, and administrative efficiency across the business.

Key Responsibilities:
  • Process and track payments across multiple bank and credit card accounts
  • Reconcile monthly credit card transactions and maintain accurate records
  • Manage expense reimbursements and coordinate with internal stakeholders
  • Maintain organized and accessible transaction details
Accounts Payable & Bill Pay:
  • Manage day-to-day activities within Bill.com, including invoice entry, coding, approvals, and payment execution
  • Communicate directly with vendors to confirm payment timing, request documentation (e.g. W-9s), and resolve discrepancies
  • Monitor aging payables and flag overdue items or payment risks
  • Ensure all bill pay activity is properly documented and aligned with internal approval workflows
Payroll:
  • Run biweekly payroll for employees and contractors using Gusto, ensuring timely and accurate payment
  • Coordinate bonuses, commissions, and contractor disbursements in collaboration with department leads
  • Maintain payroll records and documentation in accordance with compliance standards
  • Prepare payroll reports and support audits or reporting requests as needed
Bookkeeping & Financial Admin:
  • Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate financial records
  • Assist with monthly close tasks in coordination with the finance team
  • Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records
  • Maintain organized financial documentation to support reporting and compliance
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
  • Organize and maintain tax-related records to support annual filings and audits
  • Prepare and submit necessary documentation for year-end tax preparation in collaboration with the CPA
People Ops & Onboarding:
  • Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms
  • Develop and maintain onboarding materials, including welcome packets, policies, and documentation checklists
  • Collaborate with department leads to ensure seamless onboarding and system access
  • Support internal tracking of onboarding progress and documentation status
General Operations & Administrative Support:
  • Provide logistical support for internal meetings, vendor calls, and other tasks as required by the leadership team
  • Maintain organized shared drives, folders, and documentation systems
  • Develop SOPs and internal process documentation related to the role's responsibilities
  • Offer administrative support across various operations, finance, HR, marketing, and general business functions and projects

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