Executive Operations Coordinator

2 weeks ago

Imus, Calabarzon, Philippines beBeeAdministrative Full time $12,000 - $18,000

Job Overview:

">
  • ">
  • Key Responsibilities:">
    • ">
    • Initiate and track payments across multiple bank and credit card accounts">
    • Reconcile monthly credit card transactions and maintain up-to-date records">
    • Manage expense reimbursements and coordinate with internal stakeholders">
    • Maintain accurate documentation and ensure transaction details are well organized and accessible">
    ">
  • Accounts Payable & Bill Pay Management:">
    • ">
    • Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution">
    • Communicate directly with vendors to confirm payment timing, request documentation (e.g., W-9s), and resolve discrepancies">
    • Track aging payables and flag overdue items or payment risks">
    • Ensure all bill pay activity is properly documented and aligned with internal approval workflows">
    ">
  • Payroll Processing:">
    • ">
    • Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment">
    • Manage bonuses, commissions, and contractor disbursements in coordination with department leads">
    • Maintain payroll records and documentation in accordance with compliance standards">
    • Prepare payroll reports and support audits or reporting requests as needed">
    ">
  • Financial Administration:">
    • ">
    • Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records">
    • Assist with monthly close tasks in coordination with the finance team">
    • Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records">
    • Maintain organized financial documentation to support reporting and compliance">
    ">
  • Tax Compliance Services:">
    • ">
    • File sales tax returns accurately and on time across applicable states">
    • Coordinate with the CPA to support sales tax compliance and respond to documentation requests">
    • Organize and maintain tax-related records to support annual filings and audits">
    • Prepare and submit documentation needed for year-end tax prep in coordination with the CPA">
    ">
  • Employee Onboarding & Support:">
    • ">
    • Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms">
    • Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists">
    • Coordinate with department leads to ensure smooth onboarding and system access">
    • Support internal tracking of onboarding progress and documentation status">
    ">
  • Operational Support & Administrative Tasks:">
    • ">
    • Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team">
    • Maintain organized shared drives, folders, and documentation systems">
    • Draft SOPs and internal process documentation related to the role's responsibilities">
    • Support ad hoc administrative needs across operations, finance, HR, marketing, and general business functions and projects">
    ">

Requirements:

">
  • ">
  • 3-5 years of experience in administrative, finance, or operations support roles">
  • Proven 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 English written and verbal communication skills across teams and external partners">
  • Comfortable working in a remote environment across time zones">
  • Experience with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets">
  • Familiarity with sales tax filings, payroll processes, and vendor management is a plus">
"]},

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