Office Operations Coordinator

2 days ago

Quezon City, National Capital Region, Philippines beBeeAdministrative Full time ₱540,000 - ₱660,000
Operational Support Specialist

We are seeking an organized and detail-oriented Operational Support Specialist to provide critical support to our clients, suppliers, and internal teams.

This role requires a strong ability to multitask, prioritize tasks effectively, and maintain clear communication with stakeholders.

Key Responsibilities:
  • Contact Management: Manage inbound calls through OpenPhone and redirect as needed, ensuring seamless communication with clients and suppliers.
  • Email Correspondence: Handle email correspondence, supplier coordination, and basic customer support, maintaining a professional tone and timely response.
  • Scheduling: Schedule bank appointments, supplier meetings, and other administrative tasks, ensuring optimal time management and efficiency.
  • Order Placement: Place orders with suppliers and assist with opening new accounts, ensuring accurate records and timely follow-up on tasks.
  • Invoice Preparation: Prepare and send invoices in Express Invoice via remote desktop system, maintaining accurate records and adhering to deadlines.
  • Record Keeping: Maintain accurate records, ensure timely follow-up on tasks, and report directly to business owner while supported by Intelassist operations team (HR, payroll, compliance, and performance tracking).
  • Executive Calendar: Manage executive calendar: schedule client calls, set reminders, and ensure time is optimized for maximum productivity.
  • Email Management: Organize and monitor email inbox, draft professional responses, and flag high-priority items for timely attention.
  • Bookkeeping Support: Support bookkeeping: expense entry, reconciliations, and tracking payments in QuickBooks or similar software, ensuring accuracy and adherence to deadlines.
  • Research and Development: Conduct in-depth research on technology solutions, automation tools, and operational best practices; summarize findings with recommendations for process improvement.
  • Standard Operating Procedures: Assist in creating and documenting Standard Operating Procedures (SOPs) to streamline recurring processes, enhance efficiency, and reduce errors.
  • Task Management: Track tasks, deliverables, and project deadlines, ensuring nothing falls through the cracks and maintaining a proactive approach to task completion.
  • Vendor Coordination: Coordinate with vendors, clients, and partners on follow-ups, scheduling, and document requests, ensuring seamless communication and timely resolution of issues.
  • Reporting and Record Keeping: Compile reports and maintain organized digital records across systems, providing valuable insights for business decision-making.
  • Process Improvement: Provide proactive suggestions for improving workflows, productivity, and automation opportunities, enhancing overall operational efficiency and effectiveness.
  • Progress Updates: Deliver weekly progress updates on completed work, open items, and blockers, ensuring transparency and accountability within the team.

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