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🥥 Admin Coordinator - Job Code: 1782927794447

1 day ago
Philippines
Part-time
Mid Level
Administrative Assistant
Operations
CRM
Apply Now
Coconut VA

Coconut VA

Coconut VA: Premier virtual assistant service providing top talent for admin, operations, marketing, and sales. Streamline your business operations with our rigorous selection process and expert VAs.

Professional Services
11-50
Founded 2021
View All Jobs 24

Description

  • Maintain and organize master task lists, deadlines, follow-ups, and outstanding action items.
  • Prepare weekly reports on items awaiting action, completed work, work in progress, pending approvals, overdue items, and project risks.
  • Track bills, invoices, receipts, payment due dates, expense documentation, and payment summaries.
  • Review financial records and flag missing, duplicate, or inconsistent invoices.
  • Categorize expenses and maintain organized bookkeeping records for tax preparation.
  • Manage personal and family calendars, school schedules, appointments, travel logistics, and document renewals/expirations.
  • Maintain hiring, candidate, onboarding, and offboarding trackers.
  • Track birthdays, holidays, gifts, special occasions, contracts, renewals, agreements, purchase orders, and operational follow-ups.
  • Organize company files, brand assets, press materials, marketing materials, and presentation decks.
  • Research prospects and opportunities, build databases, and support internal event planning and weekly priority review meetings.

Requirements

  • Part-time availability of 20 hours per week.
  • Ability to work during EST business hours.
  • Must submit an English CEFR proficiency rating in the application.
  • Resume/Coconut VA profile must follow the provided template and be in English.
  • Must record and submit a 1-minute introduction video link, preferably using Loom.
  • Ability to prioritize multiple responsibilities effectively.
  • Strong research and data organization skills.
  • Comfort handling confidential information with discretion and following strict access restrictions and approval processes.
  • Experience supporting executives or high-level personal assistants is preferred.
  • Basic bookkeeping, expense tracking, travel coordination, CRM/tracking system, and presentation/deck-building experience is preferred.
  • Familiarity with hospitality, wine, or consumer brands is preferred.
  • Highly organized with exceptional attention to detail and strong administrative/project coordination skills.
  • Google Workspace, spreadsheet software, presentation tools, WhatsApp, and email experience are expected.

Benefits

  • Competitive salary with a monthly rate of $550.
  • 13th month pay.
  • 12 days of paid time off.
  • 12 paid US holidays.
  • Maternity and paternity leave.
  • Comprehensive healthcare benefits, including life insurance for full-time HMO coverage.
  • Mental health support and wellness resources.
  • Milestone gifts, birthday treats, and team experiences such as island getaways, virtual town halls, and regional meetups.

Interested in this position?

Apply directly on the company website

Apply Now

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