Administrative Coordinator for Firm Efficiency

1 day ago

Batangas, Calabarzon, Philippines beBeeOperations Full time ₱800,000 - ₱1,200,000
Operations Support Specialist

We are seeking a highly organized and proactive Operations Support Specialist to assist in the internal operations of our firm. This is a non-attorney role focused on ensuring a seamless, efficient, and professional work environment.

Duties and Responsibilities
  • Operations and Workflow Management
  • Manage and maintain project management systems, such as Asana, to streamline tasks and workflows.
  • Track and follow up on operational tasks and deliverables to ensure timely completion.
  • Create, document, and update standard operating procedures (SOPs) and internal templates to enhance efficiency.
  • Identify inefficiencies and propose improvements to workflows and systems to optimize performance.
Client Onboarding and Support
  • Assist with onboarding processes and preparation of welcome materials to provide a positive client experience.
  • Coordinate with other team members and vendors to ensure a consistent client experience.
  • Support client retention and satisfaction efforts by providing exceptional service.
Technology and Tools
  • Manage tools such as Asana, Clio, Microsoft Office Suite, OneDrive, Slack, Clay, and Canva to facilitate collaboration and communication.
  • Troubleshoot technical issues and support others in using the tools to resolve problems efficiently.
  • Recommend and help implement new software or process automations to improve productivity.
  • Leverage AI tools like ChatGPT to streamline operations where appropriate.
Documentation and Reporting
  • Maintain internal dashboards, task trackers, and project reports to provide real-time insights and data.
  • Assist with meeting agendas, process reviews, and documentation maintenance to ensure accuracy and completeness.

Requirements and Qualifications

  • A minimum of 2 years of experience in operations or project coordination in a law firm or legal environment.
  • Previous experience working remotely in a professional setting.
  • Demonstrated experience creating and implementing workflows or processes from scratch.
  • Strong English communication skills.
  • Experience with or ability to learn and use Asana effectively.
  • Availability to work full-time with significant overlap with Pacific Standard Time (PST).

Soft Skills

  • Highly organized and methodical approach to work.
  • Strong initiative and self-direction.
  • Curious and inquisitive; enjoys learning new tools and solving problems independently.
  • Clear and professional communicator.
  • Collaborative and comfortable receiving and providing feedback.
  • Honest, accountable, and dependable.
  • Adaptable to changing priorities or environments.
  • Client-focused mindset, even in back-office tasks.

Technical Skills

  • Project management tool proficiency (Asana preferred).
  • Strong digital fluency and ability to quickly learn new platforms.
  • Excellent document formatting and file management.
  • Working knowledge of Microsoft 365 (especially Outlook and Word).
  • CRM familiarity (Clio or similar).
  • Experience with cloud-based tools (OneDrive, SharePoint, Slack).
  • Optional: Knowledge of Canva, Squarespace, email marketing tools, and Clay.

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