Operations & Administrative Coordinator | ZR_29848_JOB

5 hours ago

Quezon City, National Capital Region, Philippines BruntWork Full time ₱18,000 - ₱45,000 per year

This is a remote position.

Operations & Administrative Coordinator

Monday to Friday; 8 AM - 5 PM ET/40 hours per week

Role Overview

The Operations & Administrative Coordinator will serve as the operational hub of the business — managing scheduling, dispatching, client coordination, and ensuring seamless day-to-day flow. This role requires strong organizational skills, responsiveness, and the ability to juggle multiple priorities while maintaining excellent communication with clients and the field team.

Key Responsibilities
Operations & Scheduling

  • Manage the master job calendar, technician dispatch, and daily route coordination.

  • Confirm job details, send client reminders, and handle same-day changes or reschedules.

  • Coordinate with airports, FBOs, and MROs to secure ramp access, gate passes, and job clearances.

  • Monitor technician check-ins, completion updates, and photo submissions for quality assurance.

Customer Service & Support

  • Respond promptly to new inquiries during business hours.

  • Prepare and send quotes using the franchise pricing app (for management approval).

  • Follow up on pending quotes and ensure a smooth booking-to-completion process.

  • Deliver clear and professional client communication throughout the service journey.

  • Collect and log client reviews post-service to support franchise quality compliance.

Administrative Coordination

  • Support the invoicing and payment process when the franchise system is unavailable.

  • Maintain accurate service records and digital documentation.

  • Liaise with the bookkeeper or accountant as needed to ensure proper financial workflow and reporting.

Recruiting & Onboarding Support

  • Post technician job openings when needed and coordinate candidate interviews.

  • Assist with onboarding new hires, digital file management, and basic HR documentation.

  • Monitor attendance, schedule adjustments, and time-tracking compliance.

Systems & Reporting (Franchise Compliance)

  • Follow established franchise systems and SOPs for operations and reporting.

  • Maintain accurate entries within Notion, Google Workspace, and franchise tools.

  • Support compliance by ensuring data and activity logs are kept current and properly formatted.

Requirements
Qualifications

  • 2+ years of experience in operations coordination, scheduling, or administrative support (service or field-based business preferred).

  • Excellent written and verbal communication skills in English; Spanish is an advantage.

  • Highly organized, proactive, and detail-oriented with strong multitasking ability.

  • Comfortable using digital tools such as Google Workspace, Notion, QuickBooks Online, and Slack.

  • Ability to work independently while staying aligned with franchise systems and processes.

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