Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
The Role
We are seeking a highly organized and detail-oriented Operations Administrator to support our internal operations across IT coordination, Salesforce administration, document management, HR support, and general administrative functions.
This role is ideal for someone who thrives in structured environments, enjoys keeping systems clean and organized, and takes pride in supporting teams behind the scenes. The Operations Administrator will play a key role in ensuring smooth day-to-day internal processes while providing responsive support to multiple departments.
Location: Must be in the Philippines Remote.
Timezone: MondayFriday, 8:00 AM 5:00 PM Pacific Time (11:00PM 8:00AM Philippine Time)
Contract: Full Time Employment
Requirements
Experience: 2+ years of administrative, operations, or systems support experience
Skills
- Strong attention to detail and organizational skills
- Experience with Salesforce (basic administrative/data entry functions) preferred but not required
- Experience with Adobe Acrobat or digital signature tools preferred but not required
- Comfortable managing calendars and virtual meeting platforms (e.g., Zoom, Microsoft Teams, Google Meet)
- Experience with Microsoft Outlook, Teams, and SharePoint
- Strong written communication skills
- Ability to handle repetitive administrative tasks with consistency and accuracy
- High level of discretion when handling confidential HR documents
Characteristics
- Detail-oriented and process-driven
- Highly organized
- Reliable and responsive
- Tech-comfortable with the ability to learn new platforms quickly
- Strong time management skills
- Clear communicator
Responsibilities
- IT & Systems Administration (Basic-Level Support)
- Perform password resets and assist with basic user access requests
- Create and manage email accounts
- Maintain and clean up user accounts and system access (non-decision-making administrative tasks)
- Process internal IT help tickets related to user access and account updates
- Salesforce Administration (Task-Based Support)
- Assign incoming tickets to appropriate team members
- Remove spam or duplicate records
- Enter new agreement information into Salesforce
- Update and maintain contact and account data
- Support general data accuracy and organization efforts
- Document & Agreement Administration
- Send agreements for signature using Adobe (e.g., Adobe Acrobat Sign)
- Monitor signature progress and send reminders as needed
- Organize and file completed agreements in designated online storage systems
- Maintain accurate document records and naming conventions
- Calendar & Meeting Administration
- Schedule meetings and send calendar invitations on the corporate calendar
- Share meeting recordings and ensure proper documentation
- Attend virtual meetings to provide backend support (e.g., admitting participants, recording meetings, managing session logistics)
- Internal Platform Administration
- Grant or remove user access to internal platforms (e.g., Cassidy AI system) as requested
- Maintain organized and accurate user permissions
- HR & Training Administrative Support
- Organize and file signed HR documents
- Assist with basic HR data entry
- Support training administration tasks (as defined and developed)
