Operations & Administration Coordinator

🔥 0 minutes ago

🇵🇭 Philippines – Remote

💵 A$2.5k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Operations

👻 Ghost score 0%

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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RunRemote

WebsiteLinkedInAll Job Openings

1 - 10 employees

📣 Marketing

📦 Logistics

✈️ Travel

Marketing • Logistics • Travel

RunRemote is a recruitment partner that helps companies hire top-rated remote professionals from the Philippines. The firm sources, thoroughly vets, and interviews candidates to present a short list of full‑time hires who work directly for the client, promising significant cost savings (around 70%) and typically placing candidates within 3–4 weeks. RunRemote charges a one-time success fee, offers ongoing support and a 90‑day guarantee, and focuses on roles across sales & marketing, operations, finance, customer experience, HR and design.

📋 Description

• Manage recurring administrative workflows across purchase orders, invoicing, quotes, freight bookings, supplier payments, and day-to-day operational tasks • Ensure orders are accurately processed, invoiced, documented, and ready for dispatch • Maintain accurate records across internal systems, portals, spreadsheets, and shared folders • Monitor daily, weekly, and monthly tasks through established checklists and processes • Follow up outstanding actions through to completion and take on additional responsibilities as the business grows • Prepare and process invoices based on purchase orders, labour, products, and other billable items • Monitor outstanding receivables, follow up on payments, and support bank reconciliations • Support supplier payment administration and maintain financial records in the accounting system • Process purchase orders and coordinate order information with warehouse/workshop teams • Book freight through online freight portals and enter shipment information accurately • Organise digital records of freight, invoices, delivery documentation, and operational records • Support compliance requirements, ISO-related administration, document reviews, internal audit preparation, and document control • Monitor recurring compliance actions and maintain records for audits and business reviews • Work across CRM, accounting software, freight portals, Microsoft OneDrive, spreadsheets, and other operational systems • Follow SOPs, checklists, and training videos to learn business-specific processes • Identify opportunities to simplify, automate, or improve repetitive workflows • Keep SOPs and process videos up to date as workflows change • Investigate and resolve straightforward issues independently • Provide additional operational support, potentially including light marketing and research

🎯 Requirements

• 3+ years of experience in administration, operations coordination, executive administration, finance administration, or a similar role • Strong experience handling invoices, purchase orders, payments, financial records, or other administrative processes involving numbers • Experience using accounting software such as QuickBooks, Xero, MYOB, or similar • Reckon experience is highly regarded • Exceptional attention to detail and a highly methodical approach to maintaining accurate records and completing recurring tasks • Excellent organisational skills, with the ability to manage daily, weekly, and monthly responsibilities without dropping the ball • Strong written English communication skills and confidence communicating through email and digital platforms • Comfortable working independently and taking ownership of tasks from start to finish • Tech-savvy and confident learning new software, portals, systems, and workflows • A proactive problem-solver who can figure things out when something does not go exactly according to the SOP • Comfortable working with structured, process-driven administrative work and recurring tasks • Willingness to learn the client's systems, products, processes, and compliance requirements • Experience supporting a founder, CEO, or leadership team within a small or lean business is advantageous • Experience in manufacturing, engineering, mining services, construction, logistics, or another product-based environment is advantageous • Experience with ISO 9001, quality management systems, document control, internal audits, or compliance administration is advantageous • Experience working with CRM systems and maintaining accurate operational/customer data is advantageous • Experience with process improvement, automation, or AI tools is advantageous • Experience creating, maintaining, or improving SOPs, checklists, process documentation, or training materials is advantageous • Experience working across multiple systems and online portals to manage end-to-end operational processes is advantageous • Experience as an independent contractor or within a remote freelance environment is advantageous

🏖️ Benefits

• Great opportunities for career growth • Opportunity to work in an amazing environment • 100% remote work • Work from the comfort of their home