
Operational Coordinator
2 days ago
Operational Assistant
We're seeking a highly organized and proactive individual to streamline our backend operations, manage invoicing and time tracking, and bring essential structure to our firm.
At our fast-moving organization, you'll take full ownership of financial operations, document administration, and contract management, vital to our day-to-day efficiency. This role requires someone with a sharp mind, a strong backbone, a knack for accounting, and an obsession for details.
Key Responsibilities:- Administrative Support
- Manage documents, trackers, and operational workflows.
- Oversee and audit time tracking for all contractors and external staff.
- Prepare and send client contracts using established templates.
- Track key deadlines and ensure critical actions are followed up on.
- Financial Operations
- Own and manage the invoicing process — ensure all hours are invoiced correctly and on time.
- Assist in processing salary and contractor payments while keeping records organized and up to date.
- Support with finance-related admin: receipts, documentation, reconciliations, etc.
- Proactively spot and resolve payment delays, discrepancies, or red flags.
- Research & Coordination
- Research relevant awards, events, partnerships, and apply to them as needed.
- Support with ad hoc projects, market research, and executive reporting.
- Help manage calendars, reminders, and weekly execution checklists
- 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 – you're the one who sees the problem before anyone else notices it.
- 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.
- Background in staffing, outsourcing, or recruitment operations.
- Confident enough to hold 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.
Why This Role?
- Part-time or Full-time
Briefly discuss your experience in a similar role.
Share your experience in handling complex invoicing operations.
How comfortable are you working on a fast-paced startup landscape?
Select the tools you are familiar with.
Are you comfortable with the engagement terms: part-time or full-time, independent contractor (fully remote), and PH timezone?
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