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Building Dedicated Remote Teams Around the World
Business Operations Coordinator
Location
Philippines
Posted
57 days ago
Salary
0
Seniority
Senior
Job Description
Business Operations Coordinator
Outsourced Staff
• Manage inbox, email triage, and meeting scheduling on behalf of the Founder • Act as gatekeeper to the Founder's time and calendar • Handle DocuSign, documentation, and administrative follow-ups • Prepare materials for meetings, conferences, and travel • Monitor communication channels and ensure timely responses • Maintain HubSpot CRM records, meeting notes, and follow-up actions • Track proposal submissions and associated follow-up tasks • Support coordination of conference meetings and relationship tracking • Keep the pipeline organised and ensure no opportunities fall through the cracks • Support coordination across the consulting team and track internal action items • Familiarity with work management systems - Smart Sheet a big Plus • Support onboarding logistics for new consultants • Ensure tasks are visible, followed up, and completed across the team • Help maintain operational structure as the business continues to grow • Support expense coordination and invoice documentation preparation • Assist with administrative coordination in Xero and ProjectWorks • Maintain organised records of client agreements and project documentation • Liaise with relevant internal contacts to keep financial admin on track • Maintain structured document management across Microsoft 365 and SharePoint • Support the maintenance of internal templates, SOPs, and operational files • Document and refine processes for repeatable tasks • Identify inefficiencies and recommend improvements over time
Job Requirements
- 3 to 5 years in an operations coordinator, business administrator, or senior EA role, ideally within a professional services or consulting environment
- Hands-on experience with HubSpot or similar CRM
- Comfortable working in Xero and a project management or PSA tool (ProjectWorks experience a bonus)
- Proficient in Microsoft 365, including SharePoint, Teams, and Outlook
- Strong written and verbal English communication
- High level of ownership and accountability, able to operate independently with minimal direction
- Organised, detail-oriented, and reliable under pressure
- Confident dealing with senior stakeholders and external clients
- Comfortable in a fast-moving, growing business where the scope will evolve
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