Business Operations Coordinator

14 hours ago

Mandaue City, Central Visayas, Philippines beBeeAdministrative Full time $12,000 - $18,000
Key Operations Assistant

Job Title: Key Operations Assistant

Work Location: Remote (Eastern Timezone)

Work Hours: 40 hours per week, Full-time, some flexibility once up to speed.

The Operations Assistant supports our core financial, HR, and administrative functions to keep the business running smoothly behind the scenes. This role handles day-to-day tasks across banking, payroll, bill pay, and tax documentation while also assisting with onboarding and internal coordination.

  • Manage bank and credit card accounts, reconcile monthly transactions, maintain accurate records, manage expense reimbursements, and coordinate with stakeholders.
  • Own Bill.com management, including invoice entry, coding, approvals, and payment execution, communicate directly with vendors to confirm payment timing, request documentation, and resolve discrepancies, track aging payables, flag overdue items, and ensure all bill pay activity is properly documented.
  • Run biweekly payroll in Gusto for employees and contractors ensuring timely and accurate payment, manage bonuses, commissions, and contractor disbursements, maintain payroll records, prepare payroll reports, and support audits or reporting requests as needed.
  • Enter and categorize transactions in QuickBooks and/or Finaloop, assist with monthly close tasks, support cross-system reconciliation, and maintain organized financial documentation.
  • File sales tax returns accurately and on time, coordinate with the CPA to support sales tax compliance, organize and maintain tax-related records, prepare and submit documentation needed for year-end tax prep, set up new employee and contractor accounts, prepare and maintain onboarding materials, coordinate with department leads to ensure smooth onboarding and system access, and support internal tracking of onboarding progress and documentation status.
  • Assist with scheduling internal meetings, vendor calls, and other logistics, maintain organized shared drives, folders, and documentation systems, draft SOPs and internal process documentation related to the role's responsibilities, and support ad hoc administrative needs across operations, finance, HR, marketing, and general business functions and projects.
  • Proven experience in administrative, finance, or operations support roles, ability to handle sensitive financial and HR information with discretion and accuracy, self-starter with a systems mindset who can build, refine, and own repeatable workflows, highly organized, dependable, and proactive in identifying and solving problems, strong written and verbal communication skills across teams and external partners, comfortable working in a remote environment across time zones, experience with tools like QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets, familiarity with sales tax filings, payroll processes, and vendor management is a plus.

Seniority level: Mid-Senior level

Employment type: Full-time

Job function: Administrative

Industries: IT Services and IT Consulting

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