Operational Efficiency Specialist

1 week ago

Hagonoy, Central Luzon, Philippines beBeeInvoicing Full time $60,000 - $80,000
Operational Support Specialist

We are seeking a highly organized and proactive Operational Support Specialist to streamline our backend operations, manage invoicing and time tracking, and bring essential structure to our team.

Main Responsibilities:
  • Administrative Management
    • Manage documents, trackers, and operational workflows.
    • Oversee and audit Hubstaff 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 Management
    • 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.
About You:
  • 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.
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.

This is an exciting opportunity to join us and contribute to our growth. If you have 3+ years of experience in administrative, financial ops, or other operational support roles, we encourage you to apply.

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