Operational Support Specialist

7 days ago

Tanauan, Calabarzon, Philippines beBeeoperations Full time $100,000 - $120,000
Operational Support SpecialistThis is a hands-on operational role with executive support responsibilities. As an Operational Support Specialist, you will design and run the operational backbone of our client, automate away inefficiency, and own tasks from request to verified outcome.You'll partner closely with engineering and leadership, using AI tools and modern ops software to keep work organized, observable, and moving. Traditional assistant work (including phone calls) is part of the job, but the core value is systems, automation, and relentless follow-through.The ideal candidate will have a technical background or equivalent fluency working with engineers. They should be comfortable and professional on the phone, persistent and courteous in their follow-up style, and have obsessive attention to detail and reliability.We're looking for someone who is able to drive tasks to completion, ensure clear documentation and follow-up actions, maintain a centralized source of truth for assignments, deadlines, and statuses, and handle inbound and outbound calls to stakeholders.The role also involves designing low-code automations using tools like Notion, Airtable, Slack, and Zapier to streamline tasks, ensuring automation reliability with logs and alerts, and facilitating regular check-ins with engineering on project progress, blockers, and next steps.Key Responsibilities:
  • Task Ownership & Follow-through: Drive tasks to completion, ensuring clear documentation and follow-up actions.
  • Phone Calls & Stakeholder Coordination: Handle inbound and outbound calls to stakeholders, ensuring clear communication, logging outcomes, and escalating as needed to meet SLAs.
  • Anticipate issues and create buffers, reminders, and contingency plans to keep tasks on track.
  • Develop a system for receipts, ensuring accurate categorization and reconciliation.
  • Workflow Automation: Design low-code automations using tools like Notion, Airtable, Slack, and Zapier to streamline tasks.
  • Project Operations with Engineering: Facilitate regular check-ins with engineering on project progress, blockers, and next steps.
  • AI-Accelerated Execution: Use AI tools (e.g., ChatGPT/Claude) for drafting communications, SOPs, and summaries.
  • Documentation & Runbooks: Structure Notion spaces and write SOPs.
  • Follow-Up Norms: Track a visible 'waiting-on-others' list, ensuring timely follow-ups with clear SLAs.
Requirements:
  • Must-Haves:
    • Technical background or equivalent fluency working with engineers.
    • Demonstrated experience building automations and operational systems.
    • Comfortable and professional on the phone; persistent and courteous follow-up style.
    • Obsessive attention to detail and reliability.
    • Strong written communication.
    • High learning rate and curiosity.
    • Bias for action, high energy, and calm under changing priorities.
  • Nice-to-Haves:
    • Experience designing Airtable schemas, Notion architectures, or internal wikis.
    • Basic data wrangling (CSV normalization, lookups, deduping, simple scripts).
    • Awareness of security/compliance hygiene.
Benefits:
  • Flexible hours that support a healthy work-life balance.
  • Unlimited PTO: Ample paid time off to rest and recharge.
  • Direct Mentorship: Grow through guidance from international industry experts.
  • Learning & Development: Ongoing access to resources for professional growth.
  • Global Networking: Work and connect with professionals around the world.
Tools & Communication Channels:
  • Products & Collaboration: Notion, Airtable, Slack, Google Workspace
  • Automation & Integration: n8n

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