Administrative Operations Coordinator

1 day ago

Pulong Santa Cruz, Calabarzon, Philippines beBeeOperations Full time ₱60,000 - ₱80,000
Job Summary

This role requires an experienced administrator to oversee daily operations, streamline processes and implement efficient workflows. Key responsibilities include email filtering, phone call screening, scheduling and lead qualification.

Key Responsibilities
  • Manage a clean inbox by prioritizing and responding to emails in a timely manner.
  • Screen and filter incoming calls using software tools, escalating only critical matters that require founder's attention.
  • Coordinate daily scheduling for subcontractors, materials delivery and internal/external client confirmations.
  • Support estimation processes by following up with part-time estimators on delivery commitments and deadlines.
  • Assist with variation estimate processes including sketch preparation, documentation and support tasks.
  • Manage the CRM pipeline during transition to APB Smarter websites platform, ensuring maximum utilization of system features.
  • Filter and qualify incoming leads to identify genuine prospects versus tire-kickers.
  • Support social media marketing initiatives and lead generation activities.
  • Maintain consistent marketing activities and publications during peak operational hours.
  • Create and maintain standard operating procedures (SOPs) and checklists for all business processes.
  • Track costs and project allocations accurately in existing Excel systems.
  • Ensure proactive communication with clients regarding project updates and potential delays.
Requirements
  • Strong experience with email management systems, particularly Outlook.
  • Excellent communication skills for phone screening and client interaction.
  • Experience with CRM systems and willingness to learn new platforms.
  • Proficiency in Excel for cost tracking and project management.
  • Experience with project management tools like Trello.
  • Understanding of construction/building industry terminology and processes preferred.
  • Ability to create detailed process documentation and SOPs.
  • Strong organizational skills and attention to detail.
  • Proactive communication style with ability to anticipate client needs.
  • Experience with lead qualification and basic marketing support.
  • Australian business hours availability.

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