Administrative Support Specialist

2 days ago

Cavite City, Calabarzon, Philippines beBeeOperations Full time $12,000 - $18,000
Job Overview:

The Operations Administrative Assistant plays a key role in supporting core financial, HR, and administrative functions that keep the business running efficiently 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 multiple bank accounts, track payments, reconcile credit card transactions, and maintain up-to-date records.
  • Own the daily management of Bill.com, including invoice entry, coding, approvals, and payment execution.
  • Communicate directly with vendors to confirm payment timing, request documentation, and resolve discrepancies.
  • Track aging payables and flag overdue items or payment risks.
  • Run biweekly payroll 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.
  • 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.
  • 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.
  • 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.
  • 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.

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