Support Operations Coordinator

2 days ago

Angeles City, Central Luzon, Philippines beBeeAdministrative Full time $70,000 - $90,000
Job Description:

As a proactive and organized Executive Assistant, you will play a crucial role in supporting our client operations in a fast-paced, multi-service agency environment. You will be responsible for managing calendars, project timelines, and task tracking within Notion to organize real estate shoots, post-production timelines, and creative service deliverables.

Key areas of focus include calendar and project management, client communication, inbox/CRM/file system oversight, and coordination of media shoots and deliverables using Notion as the primary project management system.

Responsibilities:
  • Project, Calendar & Notion Management: Maintain detailed calendars, project timelines, and task tracking within Notion to organize real estate shoots, post-production timelines, and creative service deliverables.
  • Client Communication Support: Draft follow-up emails, coordinate appointments, and prepare polished client-facing materials aligned with brand standards across multiple service verticals.
  • Inbox, CRM & File System Oversight: Keep communications and files organized; tag leads in GoHighLevel CRM, archive creative assets, and ensure timely responses across platforms and communication channels.
  • Proposal & Document Preparation: Assist with preparing client proposals, internal reports, production checklists, and delivery folders with accurate formatting and attention to detail.
  • Media Scheduling & Shoot Coordination: Help coordinate real estate media shoots, delivery timelines, and internal resource scheduling; liaise with photographers, editors, and clients as needed.
Qualifications & Experience:
  • Creative/Media Industry Background: Minimum 5.5+ years supporting executives in fast-paced creative or service-based businesses; experience with real estate media or production workflows strongly preferred.
  • Proactive, Self-Starter: Must take initiative, work independently, and offer solutions before being asked.
  • Strong Communication Skills: Excellent written and verbal communication; comfortable drafting professional correspondence and interacting with clients as needed.
  • Notion & Tech Proficiency: High proficiency in Notion required. Familiarity with project management tools, G Suite, Dropbox, and GoHighLevel CRM; able to manage digital files, assets, and workflows.
  • Detail-Oriented & Deadline Driven: Demonstrated ability to prioritize, meet timelines, and manage logistics without constant oversight.
  • Client & Team-Oriented Mindset: Committed to supporting internal team performance and client satisfaction by anticipating needs and acting as an integrator across multiple operational areas.

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