Day-to-Day Operations Specialist

2 weeks ago

Quezon City, National Capital Region, Philippines beBeeOperational Full time ₱45,000 - ₱55,000

Administrative Assistant Job Description

Job Summary:

The ideal candidate will provide day-to-day operational and administrative support, ensuring effective coordination between clients, suppliers, and internal teams.

This is a hybrid administrative and operations support role that requires strong organizational skills, clear communication, and the ability to manage multiple responsibilities independently.

The Administrative Assistant will handle a mix of calendar and email management, light bookkeeping support, and research on technology and automation solutions.

Key Responsibilities include:

  • Managing inbound calls through OpenPhone and redirecting as needed
  • Handling email correspondence, supplier coordination, and basic customer support
  • Scheduling bank appointments, supplier meetings, and other administrative tasks

Operational Support includes:

  • Placing orders with suppliers and assisting with opening new accounts
  • Preparing and sending invoices in Express Invoice via remote desktop system
  • Maintaining accurate records and ensuring timely follow-up on tasks

Collaboration & Oversight involves:

  • Reporting directly to business owner while supported by Intelassist operations team (HR, payroll, compliance, and performance tracking)
  • Maintaining clear, professional communication in English

Other Duties and Responsibilities include:

  • Managing executive calendar: scheduling client calls, setting reminders, and optimizing time
  • Organizing and monitoring email inbox, drafting professional responses, and flagging high-priority items
  • Supporting bookkeeping: expense entry, reconciliations, and tracking payments in QuickBooks or similar software
  • Conducting in-depth research on technology solutions, automation tools (e.g., Notion, N8N), and operational best practices; summarizing findings with recommendations
  • Assisting in creating and documenting Standard Operating Procedures (SOPs) to streamline recurring processes
  • Tracking tasks, deliverables, and project deadlines, ensuring nothing falls through the cracks
  • Coordinating with vendors, clients, and partners on follow-ups, scheduling, and document requests
  • Compiling reports and maintaining organized digital records across systems
  • Providing proactive suggestions for improving workflows, productivity, and automation opportunities
  • Delivering weekly progress updates on completed work, open items, and blockers

Requirements:

  • 5+ years of administrative or office support experience
  • Bachelor's degree preferred
  • Strong English communication skills (verbal and written)
  • Strong command of Microsoft Office Suite and digital collaboration tools
  • Demonstrated ability to manage calendars, emails, and bookkeeping tasks efficiently
  • Experience with invoicing software or accounting tools a plus
  • Highly organized with strong attention to detail
  • Ability to work independently and adapt to changing priorities

Why Work With Us?

We value your effort. We aim to empower you.

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