Operational Efficiency Specialist

1 day ago

Baguio City, Cordillera, Philippines beBeeOperational Full time $40,000 - $60,000
Operational Assistant Role

We are seeking a highly organized and detail-focused Operational Assistant to manage our backend operations, ensure timely invoicing and time tracking, and bring essential structure to our fast-moving organization.

  • Key Responsibilities:
    • Administrative Support
      • Manage documents, trackers, and operational workflows to maintain organizational efficiency.
      • Oversee and audit Hubstaff time tracking for all contractors and external staff to ensure accurate records.
      • Prepare and send client contracts using established templates to streamline business processes.
      • Track key deadlines and follow up on critical actions to meet business objectives.
    • Financial Operations
      • Own and manage the invoicing process to ensure all hours are invoiced correctly and on time.
      • Assist in processing salary and contractor payments while maintaining organized records.
      • Support with finance-related administration: receipts, documentation, reconciliations, etc.
      • Proactively identify and resolve payment delays, discrepancies, or red flags.
    • Research & Coordination
      • Research relevant awards, events, partnerships, and apply to them as needed to drive business growth.
      • Support with ad hoc projects, market research, and executive reporting to inform business decisions.
      • Help manage calendars, reminders, and weekly execution checklists to stay organized.
    Requirements
    • 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 to identify problems before they escalate.
    • 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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