Operations & Finance Executive Assistant

Operations & Finance Executive Assistant

Position Type: Full Time

Location: Philippines (Remote)

Schedule: Monday to Friday, 9:00 AM to 6:00 PM CET

About the Company

Our client is a global retailer specializing in spare parts sales for medical equipment. Since 2019, they have been supporting healthcare professionals worldwide by providing fast, reliable access to high-quality, regulation-compliant components. Known for their exceptional customer service, competitive pricing, and efficient logistics, they are committed to delivering a seamless experience for both B2B customers and team members.

This is a very small company, which makes it a unique opportunity to help shape the business from the ground up. It's the kind of environment where some people really thrive, especially those who enjoy working closely with others, taking initiative, and making a meaningful impact from day one.

About the Role

As an Operations & Finance Executive Assistant, you will be a key support to the founder, ensuring smooth daily operations while delivering exceptional service to clients. Your role will balance executive support, customer service, and financial administration, with a strong focus on enabling both the team and clients to operate confidently and efficiently.

Responsibilities

Customer Service & Operations (60%)

• Manage a high volume of customer emails, particularly inquiries and quotation requests.
• Prepare and send quotations, proforma invoices, sales orders, purchase orders, and order confirmations.
• Coordinate with suppliers to gather pricing and ensure prompt, accurate responses.
• Follow established processes and flowcharts to ensure efficient order fulfillment.
• Communicate with the warehouse regarding bookings, deliveries, and logistics.
• Deliver professional, responsive customer service in a B2B environment.
• Maintain and update weekly spreadsheets and operational documentation.

Financial Administration (20%)

• Check payments daily and maintain accurate financial records.
• Place incoming invoices in the correct folders and manage invoice workflows.
• Prepare payments in the bank for delivered orders (after verifying correctness).
• Add accepted additional costs and fees on supplier invoices into ERP to reflect accurate margins.
• Park and resolve incorrect invoices by communicating with suppliers.
• Collect invoices for automatic payments (e.g., shipping, customs, subscriptions) and share with bookkeeping.
• Update ERP with shipping costs to ensure 100% accurate margins per sales order.
• Send late payment reminders to customers with overdue invoices.
• Reconcile balances between bookkeeping system and ERP, maintaining accurate reporting in Excel.
• Verify open credit/debit invoices and pro forma payments against ERP records.
• Chase suppliers for missing or delayed final invoices when goods are booked.
• Provide a weekly analysis report highlighting discrepancies, unusual activity, or issues requiring management's attention.

Executive & Administrative Assistance (20%)

• Provide proactive administrative support to the CEO, including managing emails, documents, and scheduling support when needed.
• Help streamline workflows, ensuring the CEO's focus remains on growth and strategic priorities.
• Take recurring tasks and processes off of the CEO's plate.
• Prepare internal updates, reports, and documentation as required.
• Provide occasional personal assistance with non-work tasks

Competencies and Qualifications

Must-Have

• At least 5 years of recent and relevant experience. Proven experience with administrative, operational, and finance support roles within a commercial business, ideally one dealing with physical product sales.
• Proven experience handling B2B customer service processes (quotations, invoices, purchase/sales orders).
• Familiarity with ERP systems, customer support/ticketing tools (e.g., Freshdesk, Freshsales), and bookkeeping systems.
• Proven and strong commercial instincts
• Experience working with a Western CEO or executive.
• Background in a B2B environment.
• Skilled in managing and prioritizing high-volume email correspondence.
• Excellent written and verbal English communication skills.
• Strong command of Microsoft Office Suite (Excel, Word, Outlook).
• Able to work autonomously, take initiative, and manage tasks without micromanagement.
• Committed to providing responsive and professional customer service.
• Strong ability to juggle multiple tasks in a fast-paced setting.
• Diligent in following established procedures and documentation workflows.
• Quick to identify issues and propose effective solutions.
• Comfortable handling significant workloads and competing deadlines.
• Prompt and reliable in communication and task execution.
• Open to feedback, always honest, positive & can-do energy, nurturing, strong ability to follow instructions
• Bachelor's degree in a business-related field preferred.

Nice-to-Have

• Experience with calendar oversight and managing scheduling conflicts.
• Familiarity with processing invoices or reviewing financial documents.
• Basic understanding of medical technology terminology and product categories.
• Experience with the following:
• Microsoft Office Suite (Excel, Word, Outlook)
• Customer support/ticketing systems (e.g., Freshdesk)
• ERP systems
• Project management tools (e.g., ClickUp, Notion)
• VPN tools
• Team collaboration tools (e.g., Slack)
• AI tools (e.g., ChatGPT)
• Cloud storage (e.g., OneDrive, Dropbox)
• Shipping label platforms (e.g., SendCloud)
• Some understanding of Dutch language
• Immediate availability

What We Offer

• 100% Remote Work
• 13th Month Pay
• Healthcare (HMO)
• Comprehensive Fringe Benefits package
• Paid Service Incentive Lead (SIL)
• Paid Philippines Holidays
• Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, and then a last interview to discuss the practical test and final matters with the client. Throughout each stage, we'll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.

Job Type: Full-time

Pay: Php70, Php80,000.00 per month

Benefits:

• Work from home

Experience:

• B2B : 1 year (Required)

Work Location: Remote