Administrative Coordinator

🕒 February 11

🇺🇸 United States – Remote

💵 ₱20k - ₱45k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

👻 Ghost score 55%

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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NightOwl Consulting

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📦 Logistics

🏗️ Construction

Consulting • Logistics • Construction

NightOwl Consulting is a global business service (GBS) provider that connects companies with skilled talent in the Philippines to optimize their business processes and dramatically reduce costs. Specializing in team-building for various roles such as pre-construction, AutoCAD drafting, insurance, bookkeeping, and administrative assistance, NightOwl Consulting provides customized offshoring solutions tailored to the specific needs of each client. Through its transparent, cost-effective pricing model, the company prides itself on high client satisfaction and employee retention rates while fostering a supportive and engaging work culture. NightOwl Consulting supports businesses by recruiting, training, and managing dedicated teams for various industry sectors, ensuring enhanced productivity at a significantly reduced cost.

📋 Description

• Monitor and respond to emails promptly, prioritizing messages and flagging important correspondence for attention. • Organize and maintain email folders, ensuring that messages are appropriately archived for easy access. • Schedule and coordinate appointments, meetings, and events for team members, utilizing calendar software to manage schedules efficiently. • Send reminders and confirmations for appointments to ensure attendance and minimize conflicts. • Retrieve and respond to voicemail messages in a timely manner, forwarding urgent messages to the appropriate recipients. • Maintain an organized system for tracking and following up on voicemail communications. • Assist in scheduling appointments and consultations with clients, prospects, and partners, coordinating availability between parties. • Communicate appointment details and confirmations to all relevant stakeholders. • Compile and distribute daily and monthly reports summarizing key metrics, activities, and achievements. • Ensure reports are accurate, well-presented, and delivered on schedule to relevant stakeholders. • Maintain lead tracking spreadsheets, entering new leads, updating status changes, and recording relevant information. • Regularly review and analyze lead data to identify trends and opportunities for optimization. • Coordinate the procurement of office supplies and other essential items on a weekly basis, ensuring adequate stock levels and timely delivery. • Assist team members in preparing and submitting expense reports, reviewing receipts and documentation for accuracy and compliance with company policies. • Collect and process weekly timecards from team members, accurately recording hours worked and any relevant time-off requests. • Generate and update lists of realtors for Loan Officers (LOs), providing them with accurate and relevant contact information. • Develop and maintain a monthly calendar to track and manage employee Paid Time Off (PTO) requests and availability. • Oversee the Customer Relationship Management (CRM) system, ensuring data accuracy, organization, and regular updates.

🎯 Requirements

• Proven experience in an administrative or coordinator role, preferably in a fast-paced environment. • Excellent organizational and time management skills, with the ability to prioritize tasks effectively. • Strong communication skills, both written and verbal. • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management software. • Attention to detail and accuracy in data entry and record-keeping. • Ability to work independently with minimal supervision and collaborate effectively within a team environment.

🏖️ Benefits

• Above market salary • HMO on Day 1 for principal and two dependents • Government-mandated benefits • Performance-based Incentives • Quarterly Company Events • In-depth training for career growth • Great Company Culture and HR experience • 1,000 PHP De Minimis • Equipment and software provided