Administrative & Operations Coordinator

Job Description Looking to take your career to the next level? Then this role is for you! Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together! Profile 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 Core responsibilities: 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 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. Please attach your CV and we will be in touch for a confidential chat. Let's do great things together! This is a remote position.