Job Description
Job Overview
We are seeking a highly experienced and detail-oriented Operations & Admin Specialist to serve as the backbone of daily business operations. This role is responsible for managing the full lifecycle of client files—from initial referral processing to final invoicing—while ensuring data accuracy, operational efficiency, and seamless coordination across systems.
The ideal candidate is an expert in CRM management, financial administration, and credit documentation, capable of working independently, maintaining high accuracy, and proactively improving processes.
Duties & Responsibilities
Manage and maintain CRM (Pipedrive), including file uploads, updates, and data cleansing
Process and finalize incoming referrals from Jotform within defined timelines
Assign tasks and manage shared mailboxes with a zero-backlog approach
Review credit files, extract key financial data, and conduct preliminary credit assessments
Perform daily bookkeeping, payment tracking, and reconciliations using Xero
Generate and issue invoices accurately and on time
Prepare and send agreements via PandaDoc for electronic signatures
Ensure all documentation is complete, accurate, and audit-ready
Monitor workflow efficiency and eliminate process bottlenecks
Identify and implement process improvements and automation opportunities
Coordinate with Sales and Credit teams for missing or critical information
Competencies / Skills
High attention to detail and accuracy
Strong analytical and problem-solving skills
Excellent organizational and time management abilities
Ability to manage multiple tasks and meet strict deadlines
Proactive mindset with strong ownership and accountability
Effective communication and collaboration skills
Tech-savvy with the ability to quickly learn and optimize systems
Work Schedule / Location
Schedule: Full-time | AU Business Hours (Australian Time Zone)
Must be available to work aligned with Australian working hours (e.g., 7:00 AM – 4:00 PM PH Time, depending on daylight savings)
Location: Cebu-based | Hybrid setup (On-site & Work-from-Home)
