Practice Support Associate

3 days ago

Manila, National Capital Region, Philippines CareDesk Full time

Position: Practice Support Associate

Pay Range: $9,000 – $12,000 (0–3 years experience)

Department: Operations

Reports to: Operations Manager / OfficeManager

Job Location: Manila (On-Site)

Job Type: Full Time

Coverage Hours: PST Business Hours (8:00 AM – 5:00 PM PST)


Position Overview: The Practice Support Associate will support daily administrative, vendor, and facilities activities to ensure smooth office operations and timely customer communication. This role will handle scheduling, intake of customer issues, coordination of maintenance and repairs, and upkeep of office procedures. The associate will also maintain calendars, CRM updates, and serve as a point of contact for both internal and external stakeholders.

This position works closely with Operations leadership, vendors, and customers to maintain an organized, responsive, and service-oriented environment.

Key Responsibilities

  • Vendor Scheduling & Coordination: Manage vendor appointments, follow-ups, and communication for office services and maintenance needs.
  • Customer Issue Intake: Log and track customer concerns through Zendesk and coordinate next steps with internal teams.
  • Facilities Repair & Maintenance: Coordinate repair schedules, track status, and ensure timely completion of facilities-related tasks.
  • Calendar Management: Maintain and update the Google Calendar for vendor schedules, office events, and service timelines.
  • Policy & Procedure Updates: Maintain and update office policies, SOPs, and procedural documents.
  • Office Supplies & Equipment: Order supplies and equipment, monitor inventory, coordinate delivery, and update customers as needed.
  • CRM & Client Portal Management: Maintain CRM records and ensure client portal information is updated and accurate.
  • Task Tracking & Coordination: Use Wrike to track tasks, follow-ups, schedules, and operational workflows.
  • Client & Internal Communication: Act as a main point of contact for internal teams, external vendors, and clients.

Qualifications

  • 0–3 years of experience in administrative, operations, office coordination, or customer service roles.
  • Experience using Zendesk for ticket intake or customer-case handling is a strong plus.
  • Familiarity with Wrike or other task/project management systems.
  • Strong organizational and multitasking skills with excellent attention to detail.
  • Experience with Google Workspace (Gmail, Calendar, Drive).
  • Strong written and verbal communication skills.
  • CRM experience is a plus.

Skills & Competencies

  • Organization & Prioritization – Able to manage schedules, follow-ups, and documentation.
  • Communication – Clear and professional communication with clients, vendors, and internal teams.
  • Customer Service – Ability to intake and manage customer issues effectively.
  • Problem-Solving – Resourceful and proactive in resolving operational challenges.
  • Attention to Detail – Accurate data entry, documentation, and follow-through.
  • Vendor Coordination – Comfortable scheduling, following up, and maintaining positive relationships.

Success in this role will be measured by:

  • Timely and accurate handling of customer issues through Zendesk
  • Effective task tracking and completion using Wrike
  • Updated and organized calendar, CRM, and documentation
  • Smooth coordination of office repairs, deliveries, and vendor schedules
  • Customer satisfaction and positive internal feedback

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