Support Operations Coordinator

2 days ago


Lipa City, Calabarzon, Philippines beBeeAdministrative Full time $50,000 - $80,000
Job Description

An Executive Assistant (Notion Experience) will support US client operations in a fast-paced, multi-service agency environment. The focus areas include calendar and project management, client communication, inbox/CRM/file system oversight, and coordination of media shoots and deliverables using Notion as the primary project management system.

This role involves maintaining detailed calendars, project timelines, and task tracking within Notion to organize real estate shoots, post-production timelines, and creative service deliverables.

  • Project, Calendar & Notion Management: Maintain detailed calendars, project timelines, and task tracking within Notion.
  • Client Communication Support: Draft follow-up emails, coordinate appointments, and prepare polished client-facing materials aligned with brand standards across multiple service verticals.
  • Inbox, CRM & File System Oversight: Keep communications and files organized; tag leads in GoHighLevel CRM, archive creative assets, and ensure timely responses across platforms and communication channels.
  • Proposal & Document Preparation: Assist with preparing client proposals, internal reports, production checklists, and delivery folders with accurate formatting and attention to detail.
  • Media Scheduling & Shoot Coordination: Help coordinate real estate media shoots, delivery timelines, and internal resource scheduling; liaise with photographers, editors, and clients as needed.
Qualifications & Requirements
  • Creative/Media Industry Background: Minimum 5.5+ years supporting executives in fast-paced creative or service-based businesses; experience with real estate media or production workflows strongly preferred.
  • Proactive, Self-Starter: Must take initiative, work independently, and offer solutions before being asked.
  • Strong Communication Skills: Excellent written and verbal communication; comfortable drafting professional correspondence and interacting with clients as needed.
  • Notion & Tech Proficiency: High proficiency in Notion required. Familiarity with project management tools, G Suite, Dropbox, and GoHighLevel CRM; able to manage digital files, assets, and workflows.
  • Detail-Oriented & Deadline Driven: Demonstrated ability to prioritize, meet timelines, and manage logistics without constant oversight.
  • Client & Team-Oriented Mindset: Committed to supporting internal team performance and client satisfaction by anticipating needs and acting as an integrator across multiple operational areas.


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