Administrative & Operations Support Specialist

1 day ago

Manila, National Capital Region, Philippines Staff4Me Full time $40,000 - $60,000 per year

We are seeking a detail oriented and dynamic Administrative & Operations Support Specialist to join the team. This role is perfect for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and is committed to delivering excellent customer service while keeping operations running smoothly.

Key Responsibilities


• Administrative Support

o Manage daily scheduling and coordinate with dispatch for service technicians o Manage calendar and email correspondence

o Coordinate appointments, follow-ups, and confirmations.

Send text reminders to clients for appointments etc.

o Maintain accurate records and ensure smooth communication between teams


• Customer Service

o Serve as a friendly, professional point of contact for customers via phone, email, and chat

o Handle inquiries, resolve issues, and provide timely updates to clients


• Accounting Support

o Assist with Accounts Receivable – invoice generation, payment posting, and follow-up on outstanding balances

o Assist with Accounts Payable – processing vendor invoices and payments

o Support Collections activities in coordination with management

o If needed coordinate with CPA on daily work (bookkeeping if needed)


• Operational Support o Jump in to support various operational tasks during peak periods or special projects o Collaborate closely with leadership to identify process improvements and help fill operational gaps


• Proven experience in administration, customer service, and basic accounting tasks


•Worked in HVAC, Electrician, plumbing or other trade related industry (Preferred)


• Strong organizational skills and attention to detail


• Proficiency with scheduling systems, Microsoft Office, and/or QuickBooks (preferred)


• Excellent written and verbal communication skills in English


• Ability to work independently and manage time effectively in a remote setting


• Positive, team-oriented mindset with flexibility to adapt as needs change

Shift Schedule: Monday - Friday 8:00 a.m. - 6:00 p.m. CST

Be part of a growing, dynamic business that values your contributions


• Work remotely while collaborating with a supportive team


• Gain exposure to multiple aspects of business operations in the HVAC service industry

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