Operations & Administration Coordinator

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

📋 Description

• Oversee regular administrative workflows related to purchase orders, invoicing, quotes, freight bookings, supplier payments, and daily operational tasks.

• Ensure that orders are processed, invoiced, documented, and prepared for dispatch with precision.

• Maintain accurate records across various internal systems, portals, spreadsheets, and shared folders.

• Track daily, weekly, and monthly tasks using established checklists and processes.

• Follow up on outstanding actions until they are completed and take on additional responsibilities as the business expands.

• Prepare and process invoices based on purchase orders, labor, products, and other billable items.

• Monitor outstanding receivables, follow up on payments, and assist in bank reconciliations.

• Support the administration of supplier payments and maintain financial records within the accounting system.

• Process purchase orders and coordinate order details with warehouse/workshop teams.

• Book freight through online freight portals and accurately enter shipment information.

• Organize digital records for freight, invoices, delivery documentation, and operational records.

• Assist with compliance requirements, ISO-related administration, document reviews, internal audit preparation, and document control.

• Monitor recurring compliance actions and maintain records for audits and business reviews.

• Work across CRM, accounting software, freight portals, Microsoft OneDrive, spreadsheets, and other operational systems.

• Follow SOPs, checklists, and training videos to familiarize yourself with business-specific processes.

• Identify opportunities to simplify, automate, or enhance repetitive workflows.

• Keep SOPs and process videos updated as workflows evolve.

• Investigate and resolve straightforward issues independently.

• Provide additional operational support, which may include light marketing and research activities.

⛳️ Requirements

• A minimum of 3 years of experience in administration, operations coordination, executive administration, finance administration, or a similar role.

• Extensive experience managing invoices, purchase orders, payments, financial records, or other administrative processes involving numerical data.

• Proficient in accounting software such as QuickBooks, Xero, MYOB, or similar platforms.

• Experience with Reckon is highly valued.

• Exceptional attention to detail and a methodical approach to maintaining accurate records and completing recurring tasks.

• Strong organizational skills, with the ability to manage daily, weekly, and monthly responsibilities effectively.

• Excellent written English communication skills and confidence in communicating via email and digital platforms.

• Able to work independently and take ownership of tasks from initiation to completion.

• Tech-savvy and confident in learning new software, portals, systems, and workflows.

• A proactive problem-solver who can navigate challenges when processes deviate from the SOP.

• Comfortable with structured, process-driven administrative tasks and recurring responsibilities.

• Willingness to learn the client's systems, products, processes, and compliance requirements.

• Experience supporting a founder, CEO, or leadership team within a small or lean business is a plus.

• Background in manufacturing, engineering, mining services, construction, logistics, or another product-based environment is advantageous.

• Familiarity with ISO 9001, quality management systems, document control, internal audits, or compliance administration is beneficial.

• Experience working with CRM systems and maintaining accurate operational/customer data is advantageous.

• Knowledge of process improvement, automation, or AI tools is a plus.

• Experience in creating, maintaining, or enhancing SOPs, checklists, process documentation, or training materials is advantageous.

• Experience managing end-to-end operational processes across multiple systems and online portals is beneficial.

• Experience as an independent contractor or within a remote freelance environment is a plus.

🏝️ Benefits

• Excellent opportunities for career advancement.

• The chance to work in a fantastic environment.

• 100% remote work option.

• Work from the comfort of your own home.