Backend Operations Coordinator

15 hours ago

Pasay, National Capital Region, Philippines beBeeOperational Full time $4,500 - $6,000
Operational Assistant

We are seeking a highly organized and proactive Operational Assistant to streamline our backend operations, manage invoicing and time tracking, and bring essential structure to our fast-moving organization.

About the Role:
  • Administrative Support
    • Manage documents, trackers, and operational workflows.
    • Oversee and audit Hubstaff time tracking for all contractors and external staff.
    • Prepare and send client contracts using established templates.
    • Track key deadlines and ensure critical actions are followed up on.
  • Financial Operations
    • Own and manage the invoicing process — ensure all hours are invoiced correctly and on time.
    • Assist in processing salary and contractor payments while keeping records organized and up to date.
    • Support with finance-related admin: receipts, documentation, reconciliations, etc.
    • Proactively spot and resolve payment delays, discrepancies, or red flags.
  • Research & Coordination
    • Research relevant awards, events, partnerships, and apply to them as needed.
    • Support with ad hoc projects, market research, and executive reporting.
    • Help manage calendars, reminders, and weekly execution checklists
Requirements:
  • Bachelor's degree or higher in Finance, Accounting, Business, or a related field.
  • Proven experience in administrative, financial operations, or operational support roles.
  • Strong analytical and organizational skills.
  • Experience handling complex invoicing operations.
  • Takes initiative and figures things out without waiting for full instructions.
  • Stays focused and efficient even when priorities shift quickly.
  • Never misses a follow-up, deadline, or formatting error.
  • Professional communication skills, both written and verbal.
Nice to Have:
  • Background in staffing, outsourcing, or recruitment operations.
  • Confident enough to hold founders and stakeholders accountable when needed.
  • Experience working in international, fast-paced startup environments.
  • Experience calculating financial metrics like burn rate, runway, churn, LTV/CAC, etc.
  • Familiarity with tools like Notion, Google Workspace, Hubstaff, ClickUp, Xero/QuickBooks.

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