Operations and Administrative Coordinator

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

📋 Description

• Generate and maintain weekly reports on employee utilization, detailing hours worked, distinguishing between billable and non-billable hours, and analyzing utilization rates by employee.

• Compile weekly project reports that include updates on project status, budget utilization, hours expended, remaining work or revenue, and any projects that need leadership's attention.

• Oversee project-level profitability and P&L reporting.

• Create quarterly profitability reports for retainer clients.

• Assist in the preparation and organization of the agency's monthly P&L statements.

• Ensure reports are accurate, consistent, and delivered punctually.

• Identify and flag missing information, unusual trends, budgetary concerns, and other issues for leadership review.

• Maintain calendars and processes for operational reporting.

• Organize prospect and lead lists; monitor outreach efforts, responses, next steps, and follow-up dates.

• Draft outbound sales emails and organize them in Front for leadership review.

• Ensure CRM data hygiene and assist with prospect research, account-based marketing, proposals, and sales-process management.

• Coordinate marketing initiatives, including campaigns, timelines, events, partnerships, vendors, budgets, assets, deadlines, and follow-up activities.

• Provide light administrative support and assist with inbox management.

• Organize shared documents and maintain internal systems across platforms such as Google Drive, Asana, Front, Harvest, and CRM software.

• Support research, documentation, operational projects, and process automation efforts.

⛳️ Requirements

• 2–5 years of experience in operations, agency coordination, business operations, project coordination, executive support, or a similar capacity.

• Outstanding organizational skills and keen attention to detail.

• Proficient in spreadsheet applications and comfortable working with operational and financial data.

• Basic knowledge of revenue management, budgets, profit margins, utilization metrics, and P&L reporting.

• Excellent written and verbal communication skills in English (preferably with an international school background).

• Proficient in utilizing AI tools for research, information organization, and creating initial drafts.

• Able to learn and navigate various software platforms effectively.

• Capable of transforming loosely defined tasks into structured plans.

• Strong ability to follow through and proactively pursue missing information or overdue actions.

• Confident in communicating with senior team members and reminding leadership about deadlines and commitments.

• Competent in managing recurring responsibilities while simultaneously supporting unique projects and initiatives.

🏝️ Benefits

• Opportunity for professional development and career growth.

• Collaborative and dynamic work environment.

• Access to various tools and resources to enhance productivity.

• Flexible work arrangements to support work-life balance.