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Business Operations Coordinator

4 months, 2 weeks ago
Philippines
Full-time
Mid Level
Operations Specialist
Project and Program Management
HubSpot
Apply Now
Outsourced Staff

Outsourced Staff

Outsourced Staff provides high-performing dedicated teams of tech, digital, and customer support specialists in the Philippines, helping businesses reduce costs and increase productivity.

Professional Services
11-50
View All Jobs 15

Description

  • Manage the Founder’s inbox, email triage, calendar, and meeting scheduling.
  • Act as a gatekeeper for the Founder’s time and priorities.
  • Prepare documents, follow-ups, meeting materials, conference materials, and travel arrangements.
  • Maintain HubSpot CRM records, meeting notes, follow-up actions, and pipeline tracking.
  • Track proposal submissions, conference meetings, and relationship follow-up tasks.
  • Coordinate internal action items across the consulting team and help keep tasks visible and on track.
  • Support onboarding logistics for new consultants.
  • Assist with expense coordination, invoice documentation, and administrative work in Xero and ProjectWorks.
  • Maintain organized records of client agreements and project documentation.
  • Manage document and knowledge systems across Microsoft 365 and SharePoint, including templates, SOPs, and operational files.
  • Document, refine, and improve repeatable processes and identify operational inefficiencies.

Requirements

  • 3 to 5 years of experience in an operations coordinator, business administrator, or senior EA role.
  • Experience in a professional services or consulting environment is preferred.
  • Hands-on experience with HubSpot or a similar CRM.
  • Comfortable working in Xero and a project management or PSA tool; ProjectWorks experience is a bonus.
  • Proficient in Microsoft 365, including SharePoint, Teams, and Outlook.
  • Strong written and verbal English communication skills.
  • High level of ownership and accountability with the ability to work independently with minimal direction.
  • Highly organised, detail-oriented, and reliable under pressure.
  • Confident dealing with senior stakeholders and external clients.
  • Comfortable in a fast-moving, growing business where responsibilities may evolve.

Benefits

  • Work-from-home / remote arrangement.
  • Full-time role.
  • Opportunity to work closely with the Founder in a growing consulting business.
  • Chance to support a fast-scaling team in a highly regulated sector.

Interested in this position?

Apply directly on the company website

Apply Now

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