Administrative and Operations Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee and manage the organization’s primary calendar, which includes meetings, services, events, deadlines, and leadership commitments.

• Arrange and coordinate both virtual and in-person meetings, appointments, events, and organizational activities.

• Handle incoming phone calls, emails, voicemails, and general inquiries with professionalism and promptness.

• Monitor organizational inboxes, ensuring messages and assigned tasks receive the necessary follow-up.

• Create meeting agendas, notes, reports, checklists, correspondence, and various administrative documents.

• Collaborate with leadership, staff, volunteers, vendors, guests, and external organizations regarding meetings and events.

• Manage event inquiries, collect necessary information, communicate availability, and coordinate subsequent steps.

• Keep organized records for events, meetings, vendors, contacts, and other operational activities.

• Coordinate remote event preparations by confirming schedules, vendors, technical requirements, materials, staffing, and other essential components.

• Maintain calendars for facility usage, events, meetings, and third-party activities.

• Liaise with on-site personnel regarding room setups, access to facilities, event preparations, and operational needs.

• Communicate with cleaning, maintenance, technology, production, and other vendors to ensure operational requirements are met.

• Track maintenance and facility-related requests, following up with the appropriate personnel until resolution.

• Assist in preparing for weekly services, programs, events, meetings, and special initiatives.

• Maintain service and event checklists to ensure that all required elements are completed before scheduled activities.

• Coordinate production materials, presentations, documents, schedules, and other resources required for upcoming events.

• Review upcoming calendar activities and proactively identify scheduling conflicts or missing information.

• Conduct regular calendar audits to ensure events, meetings, and deadlines are accurately documented.

• Assist with the preparation of certificates, letters, forms, and other requested organizational documents.

• Maintain organized digital filing systems, ensuring important records are readily accessible.

• Receive notifications for incoming mail, packages, documents, and deliveries, coordinating routing with on-site staff when necessary.

• Keep vendor information, approved account access details, and administrative system records organized.

• Assist in organizing passwords and accounts in accordance with established security protocols.

• Coordinate approved time-off requests and maintain scheduling records.

• Track staff and volunteer attendance information as needed, providing reports to leadership.

• Assist with timesheet and payroll-related administrative documentation when required.

• Support leadership with special projects, research, reporting, and follow-up activities.

• Monitor outstanding action items and send reminders to ensure deadlines are achieved.

• Identify administrative or operational challenges and proactively coordinate solutions.

• Develop and maintain administrative checklists, workflows, templates, and standard operating procedures.

• Uphold confidentiality when managing sensitive organizational, employee, financial, or leadership information.

• Provide additional administrative and operational support as assigned.

⛳️ Requirements

• Minimum of 2.5 years of demonstrated experience in Administrative Support, Operations Coordination, Office Administration, Executive Support, or a similar role.

• Strong background in clerical and administrative functions.

• Exceptional calendar management, scheduling, and organizational abilities.

• Experience in coordinating meetings, events, vendors, or organizational activities.

• Excellent written and verbal communication skills.

• Professional phone and email communication capabilities.

• Strong attention to detail along with a commitment to accuracy.

• Ability to manage multiple priorities and deadlines concurrently.

• Experience in creating reports, spreadsheets, checklists, agendas, and business documents.

• Proficiency in Microsoft Office, Google Workspace, calendar platforms, Zoom, and other virtual communication tools.

• Comfortable learning new administrative, event management, and organizational software.

• Strong problem-solving abilities with a proactive approach.

• Capable of following established procedures while identifying opportunities for improved efficiency.

• Self-motivated and able to work independently in a fully remote environment.

• Professional, reliable, mature, and discreet when dealing with confidential information.

• Experience supporting a nonprofit, church, community organization, event organization, or multi-department operation is preferred but not mandatory.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly expanding BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs in the past.

• Opportunities for career growth and development.