Empowering Talent. Elevating Companies. Uniting Success.
Operations & Project Management Associate
Location
Philippines
Posted
17 days ago
Salary
0
Seniority
Mid Level
Job Description
Operations & Project Management Associate
Catena
• You will help streamline post-client-meeting workflows by ensuring action items are captured, assigned, and completed efficiently. • You will improve operational visibility and accountability through strong project coordination and Asana management. • You will reduce leadership administrative workload by taking ownership of recurring billing, scheduling, and operational tasks. • You will support strong client relationships through timely, accurate, and professional communication. • You will contribute directly to operational efficiency by proactively identifying workflow improvements and implementing repeatable systems. • You will help create measurable time savings for leadership by reducing operational bottlenecks and follow-up gaps. • Review client meeting recordings and capture all action items with clear ownership, deadlines, and context. • Organize and manage tasks within Asana to ensure visibility and accountability across the team. • Follow up proactively on deliverables before deadlines slip. • Escalate blockers, ambiguities, or risks with clear recommendations. • Coordinate project workflows across leadership and internal stakeholders. • Manage recurring administrative workflows including scheduling, calendar coordination, email organization, invoicing, and travel support. • Build and document lightweight SOPs for recurring operational processes. • Identify operational inefficiencies and proactively recommend solutions. • Provide occasional light personal support tasks when needed. • Maintain organization across communications, calendars, and internal operations. • Manage recurring billing and client payment tracking workflows. • Reconcile client hours, invoices, and operational records accurately. • Monitor outstanding balances and proactively flag discrepancies. • Maintain repeatable weekly and monthly operational billing processes. • Support leadership reporting related to operational and billing activities. • Draft client-facing emails and responses aligned with leadership tone and communication style. • Coordinate routine client follow-ups and status updates. • Support external communication across Zoom, Teams, Google Meet, and email platforms. • Escalate sensitive or complex client issues appropriately. • Maintain high standards of professionalism and responsiveness. • Support reporting, tracking, and documentation tasks using Microsoft Office tools. • Maintain operational spreadsheets and trackers in Excel. • Build simple reporting systems or tracking tools when needed. • Assist with operational documentation and process organization.
Job Requirements
- Must-Haves (Required)
- 3+ years of experience in operations, project management, executive support, or client-facing coordination roles.
- Strong project management and organizational skills with the ability to manage multiple workflows simultaneously.
- Excellent written and verbal English communication with clear professional communication skills.
- Experience working in fast-paced, high-accountability environments.
- Strong proactive thinking and ownership mindset with the ability to work independently.
- Working knowledge of Microsoft Office, including Excel.
- Experience using project management tools such as Asana or similar platforms.
- Hands-on familiarity with AI tools such as ChatGPT or Claude in a professional environment.
- Ability to manage sensitive information with professionalism and discretion.
- Comfortable working US business hours.
- Nice-to-Haves (Preferred)
- Experience supporting consulting firms, agencies, startups, or client-service businesses.
- Consumer packaged goods (CPG) industry experience.
- Advanced Excel or spreadsheet modeling skills.
- Familiarity with workflow automation or AI-assisted productivity systems.
- Experience working with distributed or remote international teams.
- LATAM-based candidates 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 on-time 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.
Related Guides
Related Categories
Related Job Pages
More Project Manager Jobs
• Lead client engagements end-to-end, from kickoff through delivery and closeout, using agile, scrum, or hybrid methodologies as the engagement requires • Develop detailed project plans including scope, timelines, resources, and budget estimates aligned to SOW deliverables • Manage scope against the SOW: negotiate discrepancies with clients, drive prioritization decisions, and handle change orders cleanly • Drive project schedule and scope while protecting engagement economics and avoiding budget overruns • Own the internal logistics of running an engagement: budget tracking, forecasting, time tracking inputs, invoicing coordination, and resource alignment with delivery leadership • Maintain PM compliance and reporting responsibilities: engagement health updates, weekly status reports, sprint reviews, and risk and issue management • Properly identify and differentiate risks from issues, and know when to escalate within the engagement and within NextLink • Facilitate backlog creation, ensuring tickets have clear definitions, acceptance criteria, and estimates, and manage delivery flow through Jira reports and team rituals • Build and maintain client trust through reliable delivery and consistent communication; facilitate proactive, sometimes tough, client conversations • Deliver against client business outcomes, not just the letter of the SOW, and collaborate with Delivery and Sales to surface expansion opportunities • Observe project teams and provide timely feedback focused on client value • Contribute to the broader NextLink PM practice through process improvements, templates, and cross-functional initiatives
• Lead client engagements end-to-end, from kickoff through delivery and closeout, using agile, scrum, or hybrid methodologies as the engagement requires • Develop detailed project plans including scope, timelines, resources, and budget estimates aligned to SOW deliverables • Manage scope against the SOW: negotiate discrepancies with clients, drive prioritization decisions, and handle change orders cleanly • Drive project schedule and scope while protecting engagement economics and avoiding budget overruns • Own the internal logistics of running an engagement: budget tracking, forecasting, time tracking inputs, invoicing coordination, and resource alignment with delivery leadership • Maintain PM compliance and reporting responsibilities: engagement health updates, weekly status reports, sprint reviews, and risk and issue management • Properly identify and differentiate risks from issues, and know when to escalate within the engagement and within NextLink • Facilitate backlog creation, ensuring tickets have clear definitions, acceptance criteria, and estimates, and manage delivery flow through Jira reports and team rituals • Build and maintain client trust through reliable delivery and consistent communication; facilitate proactive, sometimes tough, client conversations • Deliver against client business outcomes, not just the letter of the SOW, and collaborate with Delivery and Sales to surface expansion opportunities • Observe project teams and provide timely feedback focused on client value • Contribute to the broader NextLink PM practice through process improvements, templates, and cross-functional initiatives
• Lead client engagements end-to-end, from kickoff through delivery and closeout, using agile, scrum, or hybrid methodologies as the engagement requires • Develop detailed project plans including scope, timelines, resources, and budget estimates aligned to SOW deliverables • Manage scope against the SOW: negotiate discrepancies with clients, drive prioritization decisions, and handle change orders cleanly • Drive project schedule and scope while protecting engagement economics and avoiding budget overruns • Own the internal logistics of running an engagement: budget tracking, forecasting, time tracking inputs, invoicing coordination, and resource alignment with delivery leadership • Maintain PM compliance and reporting responsibilities: engagement health updates, weekly status reports, sprint reviews, and risk and issue management • Properly identify and differentiate risks from issues, and know when to escalate within the engagement and within NextLink • Facilitate backlog creation, ensuring tickets have clear definitions, acceptance criteria, and estimates, and manage delivery flow through Jira reports and team rituals • Build and maintain client trust through reliable delivery and consistent communication; facilitate proactive, sometimes tough, client conversations • Deliver against client business outcomes, not just the letter of the SOW, and collaborate with Delivery and Sales to surface expansion opportunities • Observe project teams and provide timely feedback focused on client value • Contribute to the broader NextLink PM practice through process improvements, templates, and cross-functional initiatives
• Lead client engagements end-to-end, from kickoff through delivery and closeout, using agile, scrum, or hybrid methodologies as the engagement requires • Develop detailed project plans including scope, timelines, resources, and budget estimates aligned to SOW deliverables • Manage scope against the SOW: negotiate discrepancies with clients, drive prioritization decisions, and handle change orders cleanly • Drive project schedule and scope while protecting engagement economics and avoiding budget overruns • Own the internal logistics of running an engagement: budget tracking, forecasting, time tracking inputs, invoicing coordination, and resource alignment with delivery leadership • Maintain PM compliance and reporting responsibilities: engagement health updates, weekly status reports, sprint reviews, and risk and issue management • Properly identify and differentiate risks from issues, and know when to escalate within the engagement and within NextLink • Facilitate backlog creation, ensuring tickets have clear definitions, acceptance criteria, and estimates, and manage delivery flow through Jira reports and team rituals • Build and maintain client trust through reliable delivery and consistent communication; facilitate proactive, sometimes tough, client conversations • Deliver against client business outcomes, not just the letter of the SOW, and collaborate with Delivery and Sales to surface expansion opportunities • Observe project teams and provide timely feedback focused on client value • Contribute to the broader NextLink PM practice through process improvements, templates, and cross-functional initiatives
