Part-Time Operations Support Officer

Role Overview

As our Operations Support Officer, you will be a pivotal part of the AgentSync team, working closely with the Online Business Manager to deliver accurate, timely, and high-quality operational support and drive operational excellence. Your role ensures that our internal processes run seamlessly and our client service standards remain exceptional.

• Rate: AUD 500/month
• Schedule: Monday - Friday 12:00PM to 4:00PM Manila Time
• Employment Type: Part-time 20 hours/week
• Location: Remote (Philippines-based)

Key Responsibilities

• Respond to customer service inquiries via Zoho Desk and other relevant platforms with clarity and professionalism.
• Act as the Project Manager for ad hoc internal and client-facing projects, ensuring on-time and on-budget delivery.
• Review and validate monthly client invoices before issuance to ensure accuracy.
• Follow up on outstanding client invoices and liaise with clients as needed.
• Process payroll accurately and promptly, ensuring compliance with internal guidelines and client agreement
• Collaborate with the Accounting Virtual Assistant to support reconciliations and maintain financial accuracy.
• Review Admin-submitted KPIs and provide quality assurance oversight.
• Arrange client gifts and vendor payouts as requested.
• Approve and facilitate timely payouts of Hubstaff timesheets every 15th and 30th/31st.
• Conduct quality assurance checks on deliverables from the Admin team to ensure completeness and correctness.
• Assist the OBM with ad-hoc admin duties

Qualifications

• Proven experience in an operations or administrative support role, preferably in a virtual environment.
• Strong organisational skills and high attention to detail.
• Proficiency in using Zoho Desk, Hubstaff, and project management tools (e.g., Trello, Asana, ClickUp).
• Solid understanding of invoicing, payroll processes, and financial reconciliations.
• Excellent English written and verbal communication skills.
• Ability to manage multiple priorities and deliver under tight timelines.
• A proactive mindset with a knack for problem-solving and process improvement.
• Prior experience in customer service, ideally in a non-voice capacity, is a plus.
• Familiarity with the real estate or property management industry is advantageous and will be highly regarded.

Future Opportunities: This part-time position is provisioned to transition to a full-time role within 6–9 months, subject to role and team workflow evaluation, as well as a review of the new hire's performance and overall contribution.

Why This Role Exists

This role has been created to provide essential operational support to AgentSync's Online Business Manager (OBM), enabling her to shift focus toward more strategic initiatives. By taking ownership of recurring tasks and process-driven functions, the Operations Support Officer will help free up the OBM's time and mental bandwidth—allowing her to:

• Lead and deliver higher-impact, strategic deliverables
• Support AgentSync's scale and growth objectives
• Serve more closely as a strategic partner to the Founder

In turn, this creates an opportunity for the Operations Support Officer to step into a vital, collaborative role within the AgentSync Admin Team. You'll work alongside a group that handles key business operations—admin, finance, payroll, and customer support—ensuring day-to-day excellence across the board.

As the OBM's right hand in execution, your responsibilities will be clearly defined yet evolving. You'll:

• Act as a dependable operational anchor, taking initiative and solving problems with care
• Engage directly with the OBM to maintain alignment and stay ahead of priorities
• Collaborate with fellow team members to uphold high standards of accuracy and timeliness
• Contribute ideas and process improvements that strengthen the team's impact

This is a role for someone who thrives on structure, takes pride in getting the details right, and enjoys being a key part of a bigger mission.

Reporting Structure

• Part of the AgentSync Admin Team. The team provides comprehensive operational support across administration, finance, payroll, and customer service functions. By streamlining day-to-day processes and ensuring back-end excellence, the team empowers our clients and internal stakeholders to focus on strategic growth and delivery.
• Reports directly to the Online Business Manager.
• Works closely with the HR/Admin Assistant and Accounting VA to ensure the accuracy and timeliness of team's output.