Administrative Operations Specialist

1 day ago

Angeles City, Central Luzon, Philippines beBeeOperational Full time $70,000 - $100,000

Our organization is seeking a highly skilled Operational Coordinator to join our team. The ideal candidate will possess exceptional organizational skills, be financially savvy, and have a proactive approach to managing backend operations.

About the Role:
  • Job Responsibilities:
    • Manage documents, trackers, and operational workflows with high accuracy and efficiency.
    • Oversee and audit time tracking for all contractors and external staff, ensuring seamless invoicing processes.
    • Prepare and send client contracts using established templates, maintaining compliance and professionalism.
    • Track key deadlines and ensure critical actions are followed up on, minimizing delays and discrepancies.
  • Financial Operations:
    • Own and manage the invoicing process, ensuring timely and accurate payment processing.
    • Assist in processing salary and contractor payments while maintaining organized records and documentation.
    • Support finance-related administrative tasks, including receipt management, reconciliations, and audits.
    • Proactively identify and resolve payment delays, discrepancies, or red flags, ensuring financial stability and compliance.
  • Research & Coordination:
    • Conduct research on relevant awards, events, and partnerships, applying for opportunities as needed.
    • Support ad-hoc projects, market research, and executive reporting, providing valuable insights and recommendations.
    • Manage calendars, reminders, and weekly execution checklists, streamlining team productivity and efficiency.
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.
  • Skills: Strong analytical and organizational skills, with attention to detail and a focus on accuracy.
  • Invoicing Expertise: Experience handling complex invoicing operations, with a keen eye for precision and timeliness.
  • Independence & Resourcefulness: Ability to work independently, taking initiative and resolving issues without direct supervision.
  • Thrives in Chaos: Adaptable and focused, even in fast-paced environments with shifting priorities.
  • Detail-Obsessed: Meticulous and thorough, with a commitment to excellence and attention to detail.
  • Communication: Professional communication skills, both written and verbal, with a clear and concise approach.
Nice to Have:
  • Background in staffing, outsourcing, or recruitment operations.
  • Confident enough to hold 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.
Work Arrangements:
  • Part-time or Full-time
Do you have 3+ years of experience in administrative, financial ops, or other operational support roles?

Briefly discuss your experience in a similar role.*

Share your experience in handling complex invoicing operations.*

Do you have experience working in staffing, outsourcing, or recruitment operations?*

How comfortable are you working on a fast-paced startup landscape?*

Select the tools you are familiar with.* Notion Google Workspace Hubstaff ClickUp Xero/QuickBooks Others

Are you comfortable with the engagement terms: part-time or full-time, independent contractor (fully remote), and PH timezone?*

How much is your current salary? (in USD/month)*

How much is your expected salary? (in USD/month)*

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