Operations & Team Assistant

3 hours ago

Makati City, National Capital Region, Philippines Lewis Personnel Management Full time ₱60,000 - ₱80,000 per year

Location: Fully Remote (APAC & UK time zones)

A fast-growing tech business is seeking a highly organized, proactive Operations & Team Assistant to support senior leadership and keep operations running smoothly. You'll work closely with the Co-Founders across all areas of the business, providing essential administrative, operational, and customer success support. This is a fully remote role within a distributed international team.

We're looking for someone positive, detail-oriented, and eager to learn—an excellent multitasker who thrives in a fast-moving environment.


Key Responsibilities

Executive & Operational Support

  • Manage calendars and scheduling for senior leadership
  • Coordinate travel arrangements, including researching and booking flights and accommodation

CRM & Database Management (HubSpot)

  • Maintain accurate and clean records across contacts, companies, and deals within HubSpot
  • Perform structured data entry, ensuring correct tagging, coding, and pipeline organization
  • Process and upload notes from product demos directly into HubSpot
  • Create and assign tasks, set follow-up reminders, and manage activity logs
  • Manage HubSpot deal boards to track demos, proposals, wins, losses, and deal progression
  • Update proposal statuses, pipeline stages, and lifecycle movements
  • Assist in monitoring overall CRM hygiene to ensure consistent, reliable reporting

Customer Success

  • Provide excellent service to clients and internal teams
  • Support go-live projects and ensure smooth communication between teams and clients
  • Follow up with clients for missing information or delayed submissions
  • Manage the support ticket board and coordinate with the development team for resolution

Supplier & Partner Coordination

  • Liaise with IT providers, accounting partners, and industry organizations
  • Ensure smooth communication and follow-up across supplier relationships

Accounting Support

  • Track and remind senior leadership of outstanding bill payments
  • Process expense claims
  • Issue and chase invoices; escalate overdue payments when necessary
  • Update cashflow and forecasting sheets with accounting partners
  • Assist with reporting for board and investor meetings

HR & People Support

  • Coordinate with recruitment partners on hiring needs and interview scheduling
  • Support payments for team members and freelancers
  • Manage onboarding, including IT setup, access provisioning, and training materials
  • Maintain internal documentation and template libraries

Proposal & Contract Support

  • Assist in preparing, formatting, and submitting proposals
  • Track proposal progress within HubSpot
  • Send terms and conditions following agreement
  • Support contract extensions and trial renewals

Requirements
  • Ability to work across APAC and UK time zones
  • Strong administrative and organizational skills
  • Proactive attitude with good use of initiative
  • Eagerness to learn and develop new skills
  • Excellent written and verbal English
  • Strong attention to detail and pride in high-quality work
  • Ability to work independently and collaboratively

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