Business Operations Administrator

12 hours ago

Bacoor, Calabarzon, Philippines beBeeOperations Full time ₱12,000 - ₱18,000
Job Title:

Administrative Support Specialist

This role plays a crucial part in ensuring seamless financial, HR, and administrative operations. It involves handling various tasks including banking, payroll, bill payments, and tax documentation.

Key Responsibilities:
  • Manage day-to-day banking and credit card transactions across multiple accounts
  • Reconcile monthly credit card statements and maintain accurate records
  • Coordinate expense reimbursements and communicate with stakeholders
  • Maintain up-to-date documentation and ensure easy access to transaction details
  • Oversee Bill.com management, including invoice entry, coding, approvals, and payment execution
  • Communicate with vendors to confirm payment schedules, request documentation, and resolve discrepancies
  • Track aging payables and identify overdue items or potential payment risks
  • Ensure all bill pay activities are properly documented and aligned with internal approval workflows
  • Process biweekly payroll for employees and contractors using Gusto, ensuring timely and accurate payments
  • Handle bonuses, commissions, and contractor disbursements in coordination with department leads
  • Maintain payroll records and documentation in accordance with regulatory requirements
  • Prepare payroll reports and support audits or reporting requests as needed
  • Enter and categorize transactions in QuickBooks and/or Finaloop for accurate record-keeping
  • Assist with monthly close tasks in collaboration with the finance team
  • Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records
  • Maintain organized financial documentation to facilitate reporting and compliance
  • Filing sales tax returns accurately and on time for applicable states
  • Collaborate with the CPA to ensure sales tax compliance and respond to documentation requests
  • Organize and maintain tax-related records to support annual filings and audits
  • Prepare and submit required documentation for year-end tax preparation in collaboration with the CPA
  • Configure 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
  • Coordinate with department leads to ensure smooth onboarding and system access
  • Support internal tracking of onboarding progress and documentation status
  • Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team
  • Maintain organized shared drives, folders, and documentation systems
  • Create SOPs and internal process documentation related to the role's responsibilities
  • Provide ad hoc administrative support across operations, finance, HR, marketing, and general business functions and projects

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