Administrative Coordinator

Job Summary: The Administrative Coordinator will provide comprehensive administrative and operational support to, Caret Consulting, a dynamic start-up training and leadership consulting company. This role is ideal for an individual who excels at managing repeatable tasks, possesses a strong administrative background, pays sharp attention to detail, and approaches interactions with a customer service-oriented mindset. You will be instrumental in establishing and maintaining organized systems, starting and executing administrative processes and ensuring efficient execution of daily responsibilities for this start-up company.

Key Responsibilities:

Administrative & Operational Excellence:

• Develop and maintain a Standard Operating Manual (SOP) or administrative manual for all assigned recurring tasks.
• Oversee payment settlement for operational dues like utilities, rentals and other company expenses, ensuring timely processing and accurate record-keeping.
• Manage billing, collections, and the issuance/receipt of financial documents.
• Organize and track expense receipts for the company.
• Help track trainers' and consultants' billable and non-billable time assisting with activity reporting.
• Prepare meeting minutes and facilitate follow-up on action items.
• Organize and manage founders' calendars, including scheduling, setting reminders, and monitoring appointments.
• Provide logistical and administrative support for company events, meetings, and workshops (both virtual and in-person).
• Serve as the document controller, ensuring proper organization, filing, and transmission of documents to the external accountant.
• Perform ad-hoc messengerial duties, such as bank errands or transactions with government agencies, as needed.
• Create templates, documents and handouts for trainings and events to support seamless program delivery.
• Assist in sales and procurement activities, including sourcing suppliers, processing orders, and coordinating with vendors.
• Provide any other administrative support as needed to ensure seamless operations.

Marketing and Collateral Support

• Help create and design marketing collaterals, including visual content and posters for social media and events.
• Assist in drafting and formatting templates and handouts for training sessions and events.

Client Engagement & Sales Support:

• Create and schedule social media posts; engage with content by commenting and identifying potential clients.
• Conduct initial outreach (cold calling, broad email campaigns) to gather preliminary information from potential clients.
• Send standardized introductory emails and follow-ups to gather necessary data for customized proposal development.
• Assist in drafting template documents for client communications and proposals.

Qualifications:

• Proven experience in an administrative support, executive assistant, or similar operational role.
• Exceptional organizational skills and keen attention to detail.
• A highly process-oriented approach to task execution and workflow management.
• Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, Drive) is mandatory.
• Strong verbal and written communication skills.
• A customer service/sales-oriented personality with excellent interpersonal skills is highly beneficial.
• Demonstrated ability to follow instructions precisely and efficiently and independently manage tasks.
• Capable of working independently in a hybrid work arrangement, with the expectation of at least 3 days per week in-person, and remote work for the remaining days.
• Ideally possesses own reliable laptop/devices suitable for professional work.
• Willingness to travel to designated office locations and perform field-based administrative tasks as required.
• English proficiency required.

What We Offer:

• An opportunity to be a foundational administrative member supporting our company's leadership.
• A dynamic and collaborative work environment within a growing consulting firm.
• A hybrid work setup providing flexibility (2-3 days in-office, rest remote).
• Remote work performance will be monitored via daily deliverables/accomplishment reports.

Job Type: Full-time

Pay: Php20,000.00 per month

Benefits:

• Flexible schedule
• Paid training

Ability to commute/relocate:

• Makati: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• coordination: 2 years (Required)

Language:

• English (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person