Operations & Project Management Associate

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

📋 Description

• You will assist in optimizing workflows after client meetings by ensuring that action items are documented, assigned, and executed efficiently.

• You will enhance operational transparency and accountability through effective project coordination and management in Asana.

• You will lessen the administrative burden on leadership by managing recurring billing, scheduling, and operational responsibilities.

• You will foster strong client relationships through timely, precise, and professional communication.

• You will play a vital role in operational efficiency by proactively identifying opportunities for workflow enhancements and establishing repeatable processes.

• You will aid in generating measurable time savings for leadership by alleviating operational bottlenecks and closing follow-up gaps.

• Review recordings of client meetings to extract all action items with clear ownership, deadlines, and context.

• Organize and oversee tasks in Asana to guarantee visibility and accountability throughout the team.

• Proactively follow up on deliverables to prevent missed deadlines.

• Report any blockers, uncertainties, or risks along with clear recommendations for resolution.

• Coordinate project workflows among leadership and internal stakeholders.

• Oversee recurring administrative tasks such as scheduling, calendar management, email organization, invoicing, and travel arrangements.

• Develop and document simple Standard Operating Procedures (SOPs) for ongoing operational processes.

• Identify operational inefficiencies and proactively suggest improvements.

• Provide occasional light personal support tasks when necessary.

• Ensure organization across communications, calendars, and internal operations.

• Manage workflows related to recurring billing and client payment tracking.

• Accurately reconcile client hours, invoices, and operational records.

• Monitor outstanding balances and proactively identify discrepancies.

• Maintain consistent weekly and monthly operational billing processes.

• Assist with leadership reporting related to operational and billing activities.

• Draft client-facing emails and responses that align with leadership's tone and communication style.

• Coordinate regular client follow-ups and status updates.

• Support external communications via Zoom, Teams, Google Meet, and email platforms.

• Appropriately escalate sensitive or complex client issues.

• Uphold high standards of professionalism and responsiveness.

• Assist with reporting, tracking, and documentation tasks utilizing Microsoft Office tools.

• Maintain operational spreadsheets and tracking documents in Excel.

• Create simple reporting systems or tracking tools as needed.

• Help with operational documentation and process organization.

⛳️ Requirements

• Must-Haves (Required)

• 3+ years of experience in operations, project management, executive support, or client-facing coordination roles.

• Strong project management and organizational abilities with the capacity to handle multiple workflows at once.

• Excellent written and verbal communication skills in English, demonstrating clear professionalism.

• Experience in fast-paced, high-accountability settings.

• A strong proactive mindset and ownership attitude with the ability to work independently.

• Proficient in Microsoft Office, particularly Excel.

• Experience with project management tools like Asana or similar platforms.

• Hands-on familiarity with AI tools such as ChatGPT or Claude in a professional context.

• Ability to handle sensitive information with professionalism and discretion.

• Comfortable working during US business hours.

• Nice-to-Haves (Preferred)

• Experience supporting consulting firms, agencies, startups, or client-service organizations.

• Background in the consumer packaged goods (CPG) industry.

• Advanced skills in Excel or spreadsheet modeling.

• Familiarity with workflow automation or AI-assisted productivity systems.

• Experience collaborating with distributed or remote international teams.

• Candidates based in LATAM with natural Mountain Time overlap.

🏝️ Benefits

• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere

• Team Incentives: Recognition for maintaining 100% CRM hygiene and timely reporting

• Generous PTO: In accordance with company policy

• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees

• Direct Mentorship: Guidance from international industry experts

• Learning & Development: Ongoing access to resources for professional growth

• Global Networking: Connect with professionals worldwide

• Our Recruitment Process: Application, Screening, Skills Assessment, Top-grading Interview, Client Interview, Job Offer, Client Onboarding

• Ready to Join Us? If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.