Administrative and Operations Coordinator

🕒 6 days ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Operations

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Outsourcey

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2024

🤝 B2B

🛍️ eCommerce

B2B • eCommerce • IT outsourcing

Outsourcey is a leading remote staffing agency specializing in connecting businesses with skilled offshore talent. They simplify the outsourcing process for companies ranging from startups to Fortune 500 firms, offering flexible staffing solutions without long-term contracts or setup fees. By leveraging a vast network of qualified professionals, Outsourcey helps clients reduce operational costs while improving efficiency and scalability, ensuring that businesses can effectively meet their project demands across various industries.

📋 Description

• Manage and maintain the organization’s master calendar, including meetings, services, events, deadlines, and leadership commitments • Schedule and coordinate virtual and in-person meetings, appointments, events, and organizational activities • Manage incoming phone calls, emails, voicemail, and general inquiries professionally and promptly • Monitor organizational inboxes and ensure messages and assigned tasks receive appropriate follow-up • Prepare meeting agendas, notes, reports, checklists, correspondence, and other administrative documents • Coordinate with leadership, staff, volunteers, vendors, guests, and outside organizations regarding meetings and events • Manage event inquiries, gather required information, communicate availability, and coordinate next steps • Maintain organized records for events, meetings, vendors, contacts, and other operational activities • Coordinate event preparation remotely by confirming schedules, vendors, technical requirements, materials, staffing, and other necessary elements • Maintain calendars for facility usage, events, meetings, and third-party activities • Coordinate with on-site personnel regarding room setup, facility access, event preparation, and operational requirements • Communicate with cleaning, maintenance, technology, production, and other vendors to ensure operational needs are addressed • Track maintenance and facility-related requests and follow up with the appropriate personnel until completion • Assist with preparation for weekly services, programs, events, meetings, and special initiatives • Maintain service and event checklists to ensure required elements are completed before scheduled activities • Coordinate production materials, presentations, documents, schedules, and other resources needed for upcoming events • Review upcoming calendar activities and proactively identify scheduling conflicts or missing information • Conduct regular calendar audits to ensure events, meetings, and deadlines are accurate and properly documented • Assist with preparing certificates, letters, forms, and other requested organizational documents • Maintain organized digital filing systems and ensure important records are easily accessible • Receive notifications regarding incoming mail, packages, documents, and deliveries and coordinate routing with on-site staff when necessary • Maintain vendor information, approved account access information, and administrative system records • Assist with password and account organization following established security procedures • Coordinate approved time-off requests and maintain scheduling records • Track staff and volunteer attendance information when required and provide reports to leadership • Assist with timesheet and payroll-related administrative documentation when needed • Support leadership with special projects, research, reporting, and follow-up activities • Monitor outstanding action items and communicate reminders to ensure deadlines are met • Identify administrative or operational issues and proactively coordinate solutions • Develop and maintain administrative checklists, workflows, templates, and standard operating procedures • Maintain confidentiality when handling sensitive organizational, employee, financial, or leadership information • Provide additional administrative and operational support as assigned

🎯 Requirements

• Min 2.5 Years of Proven Experience in Administrative Support, Operations Coordination, Office Administration, Executive Support, or a related role • Strong clerical and administrative background • Excellent calendar management, scheduling, and organizational skills • Experience coordinating meetings, events, vendors, or organizational activities • Excellent written and verbal communication skills • Professional phone and email communication abilities • Strong attention to detail and commitment to accuracy • Ability to manage multiple priorities and deadlines simultaneously • Experience creating reports, spreadsheets, checklists, agendas, and business documents • Proficiency with Microsoft Office, Google Workspace, calendar platforms, Zoom, and other virtual communication tools • Comfortable learning new administrative, event management, and organizational software • Strong problem-solving skills with the ability to take initiative • Ability to follow established procedures while identifying opportunities to improve efficiency • Self-motivated and capable of working independently in a fully remote environment • Professional, dependable, mature, and discreet when handling confidential information • Experience supporting a nonprofit, church, community organization, events organization, or multi-department operation is preferred but not required

🏖️ Benefits

• Competitive salary • Opportunity to shape the HR function of a rapidly growing BPO • Work closely with a team of industry leaders who have successfully scaled BPOs in the past • Career growth and development opportunities