Backend Operational Specialist

2 days ago

Mandaue City, Central Visayas, Philippines beBeeOperational Full time $2,000 - $3,000
Operational Support Specialist

We are seeking a highly organized and proactive operational assistant to streamline our backend operations, manage invoicing and time tracking, and bring essential structure to our fast-paced firm.

Main 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
Required Skills:
  • 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
  • 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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