Operational Efficiency Specialist

1 day ago

Baguio City, Cordillera, Philippines beBeeAdministrative Full time $12,000 - $18,000
Administrative Operations Specialist

This role plays a key part in supporting finance, people operations, and administrative efficiency across the business.

Key Responsibilities:
  • Banking & Credit Card Administration: Initiate and track payments across multiple bank and credit card accounts, reconcile monthly credit card transactions and maintain up-to-date records, manage expense reimbursements and coordinate with internal stakeholders, and ensure accurate documentation and well-organized transaction details.
  • Accounts Payable & Bill Pay: Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution, communicate directly with vendors to confirm payment timing, request documentation (e.g. W-9s), and resolve discrepancies, track aging payables and flag overdue items or payment risks, and ensure all bill pay activity is properly documented and aligned with internal approval workflows.
  • Payroll: Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment, manage bonuses, commissions, and contractor disbursements in coordination with department leads, maintain payroll records and documentation in accordance with compliance standards, prepare payroll reports, and support audits or reporting requests as needed.
  • Bookkeeping & Financial Admin: Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records, assist with monthly close tasks in coordination with the finance team, support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records, and maintain organized financial documentation to support reporting and compliance.
  • Tax Compliance: File sales tax returns accurately and on time across applicable states, coordinate with the CPA to support sales tax compliance and respond to documentation requests, organize and maintain tax-related records to support annual filings and audits, and prepare and submit documentation needed for year-end tax prep in coordination with the CPA.
  • People Ops & Onboarding: Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms, prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists, coordinate with department leads to ensure smooth onboarding and system access, and support internal tracking of onboarding progress and documentation status.
  • General Operations & Administrative Support: Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team, maintain organized shared drives, folders, and documentation systems, draft SOPs and internal process documentation related to the role's responsibilities, and support ad hoc administrative needs across operations, finance, HR, marketing, and general business functions and projects.
Requirements:
  • 3-5 years of experience in administrative, finance, or operations support roles.
  • Proven ability to handle sensitive financial and HR information with discretion and accuracy.
  • Self-starter with a systems mindset who can build, refine, and own repeatable workflows.
  • Highly organized, dependable, and proactive in identifying and solving problems.
  • Strong English written and verbal communication skills across teams and external partners.
  • Comfortable working in a remote environment across time zones.
  • Experience with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets.
  • Familiarity with sales tax filings, payroll processes, and vendor management is a plus.

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