Operations Assistant/Coordinator

6 days ago

Quezon City, National Capital Region, Philippines JM FAR EAST INCORPORATED Full time ₱250,000 - ₱500,000 per year

Job Summary

The Operations Coordinator provides high-level, confidential, and comprehensive support to the Chief Operating Officer (COO). This role combines administrative efficiency, executive coordination, and analytical support to ensure the smooth execution of the COO's priorities, operations, and special projects.

The position requires exceptional organizational skills, strong attention to detail, professional judgment, and the ability to handle sensitive information with discretion. The role also supports data gathering and presentation preparation to aid in the COO's operational decision-making.

Key Responsibilities

Administrative Support

  • Manage the COO's calendar, schedule meetings, coordinate appointments, and ensure optimal time management.
  • Handle phone calls, correspondence, and document routing for the COO's attention.
  • Organize and maintain electronic and physical files of the COO's office.
  • Prepare meeting agendas, take minutes, and follow up on action items.
  • Draft, proofread, and edit reports, memos, and other executive documents.
  • Coordinate internal and external communications on behalf of the COO.

Data Gathering, Organization, and Presentation

  • Collect, organize, and summarize operational and performance data from different departments for analysis.
  • Assist in preparing business reports, dashboards, and presentations using Microsoft Excel, PowerPoint, and other tools.
  • Support data mining activities by gathering information needed for trend identification, monitoring KPIs, and supporting data-driven decisions.
  • Ensure accuracy, completeness, and timeliness of reports submitted to the COO.

Project and Approval Support

  • Track the status of documents, approvals, and requests coursed through the COO's office.
  • Liaise with department heads to ensure timely submission and proper documentation of requests requiring COO review.
  • Support coordination of ongoing projects, timelines, and deliverables across teams.
  • Maintain a system for monitoring and filing approved documents and project-related materials.

Qualifications

  • Education: Bachelor's Degree in Business Administration, Office Management, Communications, or any related field.
  • Experience: At least 2–3 years of experience in executive support, office management, or similar roles supporting senior leadership.

  • Technical Skills:

  • Proficient in MS Office (Excel, PowerPoint, Word, Outlook)

  • Knowledge of data organization and reporting
  • Familiarity with office workflow systems and document tracking tools

  • Core Competencies:

  • Strong organizational and multitasking ability

  • Excellent written and verbal communication skills
  • Professional discretion and confidentiality
  • Strong analytical and problem-solving mindset
  • High sense of initiative, reliability, and adaptability
  • Ability to manage priorities under pressure and meet deadlines

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