Business Operations Coordinator

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Business Operations Coordinator

Outsourced Staff

Manila

Remote

Full Time (Work From Home)

Admin

This role is pivotal for a fast-growing consulting firm, requiring a proactive, organized individual to manage executive support, operations coordination, and business administration. Key responsibilities include managing the Founder's inbox, email triage, and meeting scheduling; maintaining CRM records and tracking proposal submissions; supporting team coordination and onboarding logistics; and assisting with financial administration and document management. Essential qualifications include 3-5 years in a similar role, proficiency in HubSpot, Xero, ProjectWorks, and Microsoft 365, and strong communication skills. The ideal candidate will handle operational load independently, ensuring business scalability and efficiency.

Overview

Job Description

• This role is crucial for a fast-growing consulting business in a highly regulated sector.
• The position serves as a central coordination layer to manage operational load, ensuring efficient business operations and information flow.
• The ideal candidate will act as a reliable extension of the Founder, supporting executive functions, operations, and business administration.
  
  

Key Responsibilities

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Founder & Executive Support

• Manage the Founder's inbox, email triage, and meeting scheduling.
• Act as gatekeeper to the Founder's time and calendar.
• Handle DocuSign, documentation, and administrative follow-ups.
• Prepare materials for meetings, conferences, and travel.
• Monitor communication channels and ensure timely responses.
  
  

#

CRM & Business Development Coordination

• Maintain HubSpot CRM records, meeting notes, and follow-up actions.
• Track proposal submissions and associated follow-up tasks.
• Support coordination of conference meetings and relationship tracking.
• Keep the pipeline organized and ensure no opportunities fall through the cracks.
  
  

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Operations Coordination

• Support coordination across the consulting team and track internal action items.
• Familiarity with work management systems, with Smartsheet being a plus.
• Support onboarding logistics for new consultants.
• Ensure tasks are visible, followed up, and completed across the team.
• Help maintain operational structure as the business continues to grow.
  
  

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Financial & Agreement Administration

• Support expense coordination and invoice documentation preparation.
• Assist with administrative coordination in Xero and ProjectWorks.
• Maintain organized records of client agreements and project documentation.
• Liaise with relevant internal contacts to keep financial admin on track.
  
  

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Document & Knowledge Management

• Maintain structured document management across Microsoft 365 and SharePoint.
• Support the maintenance of internal templates, SOPs, and operational files.
• Document and refine processes for repeatable tasks.
• Identify inefficiencies and recommend improvements over time.
  
  

Requirements/Skills/Qualifications

• 3 to 5 years in an operations coordinator, business administrator, or senior EA role, ideally within a professional services or consulting environment.
• Hands-on experience with HubSpot or similar CRM.
• Comfortable working in Xero and a project management or PSA tool (ProjectWorks experience a bonus).
• Proficient in Microsoft 365, including SharePoint, Teams, and Outlook.
• Strong written and verbal English communication.
• High level of ownership and accountability, able to operate independently with minimal direction.
• Organized, detail-oriented, and reliable under pressure.
• Confident dealing with senior stakeholders and external clients.
• Comfortable in a fast-moving, growing business where the scope will evolve.
  
  

Compensation & Benefits

• Not provided in the job description.
  
  

Job Details

• CompanyOutsourced Staff
• LocationManila
• TypeFull Time (Work From Home)
• WorkplaceRemote
• CategoryAdmin
  
  

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