Operations Support Specialist

1 day ago

San Fernando, Central Luzon, Philippines beBeeAdministrative Full time ₱500,000 - ₱800,000
Job Opportunity: Administrative Operations Specialist

This is a key role that requires strong organizational skills and attention to detail. The ideal candidate will be responsible for managing daily email filtering, screening incoming phone calls, and coordinating scheduling tasks.

The goal of this position is to provide exceptional support to the team by maintaining an organized inbox, reducing founder's email management time, and ensuring proactive communication with clients.

Key Responsibilities:
  • Manage daily email filtering using Outlook, aiming to maintain an inbox with under 10 actionable emails.
  • Screen and filter incoming phone calls, utilizing software tools to rank and prioritize communications.
  • Coordinate daily scheduling for subcontractors, materials delivery, and internal/external client confirmations.
  • Support estimation processes by following up with part-time estimator on delivery commitments and deadlines.
  • Assist with variation estimate processes including sketch preparation, documentation, and support tasks.
  • Manage CRM pipeline during transition to new platforms, ensuring maximum utilization of system features.
  • Filter and qualify incoming leads to identify genuine prospects versus tire-kickers.
  • Support social media marketing initiatives and lead generation activities.
  • Maintain consistent marketing activities and publications during peak operational hours.
  • Create and maintain standard operating procedures (SOPs) and checklists for all business processes.
  • Track costs and project allocations accurately in existing systems.
  • Ensure proactive communication with clients regarding project updates and potential delays.
Requirements:
  • Strong experience with email management systems, particularly Outlook.
  • Excellent communication skills for phone screening and client interaction.
  • Experience with CRM systems and willingness to learn new platforms.
  • Proficiency in Excel for cost tracking and project management.
  • Experience with project management tools like Trello.
  • Understanding of construction/building industry terminology and processes preferred.
  • Ability to create detailed process documentation and SOPs.
  • Strong organizational skills and attention to detail.
  • Proactive communication style with ability to anticipate client needs.
Benefits:
  • Australian business hours availability.
  • Permanent work from home arrangement.
  • Opportunity to work independently with minimal supervision.

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