Office Coordinator (Virtual Assistant)

Are you an organized multitasker with a keen eye for detail? Join us as an Office Coordinator and play a key role in streamlining administrative processes and supporting operations!

Job Description:
The Office Coordinator is responsible for managing key administrative processes, such as vendor relations, sales support documentation, and technology tool subscriptions. This role also supports the Operations Manager in various tasks to ensure the smooth day-to-day operations of our company. If you're detail-oriented, adaptable, and skilled at coordinating multiple tasks, this role is for you.

Key Responsibilities:
--Vendor Relationship Management
--Oversee vendor-related administrative processes.
--Collect and ensure signatures on documentation like W-9/W-8 forms, NDAs, and contracts.
--Maintain organized records of vendor contracts and communications.

Sales Process Support
--Assist the sales team by gathering information for proposals, estimates, contracts, and change orders.
--Ensure timely collection of signatures and approvals.
--Maintain a well-organized filing system for sales and customer billing information.

Technology Tools and Subscription Management
--Track and manage software licenses, subscriptions, and renewals.
--Coordinate user access and permissions for technology tools.
--Work with vendors and IT support to resolve any technical issues.

Operations Manager Support
--Provide administrative support, including scheduling, meeting coordination, and note-taking.
--Assist in office procedure planning to increase efficiency.
--Take on special tasks or projects assigned by the Operations Manager.

Administrative and Office Coordination
--Maintain a clean and organized office environment.
--Manage office supplies and coordinate necessary repairs.
--Handle general inquiries and route them to the appropriate departments.

Compliance and Documentation
--Ensure all vendor and customer documentation is complete, accurate, and current.
--Uphold confidentiality and compliance with company policies.
--Suggest improvements to office systems and processes for better efficiency.

Qualifications:
--Bachelor’s degree related to Business is required
--Previous experience in office coordination or administration is highly desirable.
--Proficient in Microsoft Office (Word, Excel, Outlook) or Google Workspace (Docs, Sheets, Gmail).
--Familiar with CRM systems or project management tools (a plus).
--Strong organizational and communication skills, with the ability to multitask effectively.
--Ability to work independently and collaboratively.

Tools You Will Use:
--Microsoft Office Suite
--Google Workspace
--CRM Systems
--Project Management Tools

Working Hours:
-- Full-Time : 8AM - 5PM Pacific Time

Preferred Traits:
--Proactive and resourceful
--Strong attention to detail
--Excellent communication skills
--Able to work under pressure and adapt to changing priorities

Non-Negotiables:
--Screenshot and productivity tracker required.
--Credit score (if required by the client).
--Availability during the required working hours (Graveyard Shift when in US timezone).

Benefits:
--Paid 30 business days of training (focused on both mindset and skillset).
--Work-from-home opportunity.
--7th-month, anniversary, and performance bonuses.
--Access to training resources.
--Collaborate with an excellent community of VAs.
--Weekly payment.
--Quarterly reimbursements for Philhealth contributions after 6 months; after 1 year, choose between Philhealth or HMO.

How to Apply:
Please submit your resume along with answers to the following questions to help us determine if you're a good fit for the role:
1. Resume link
2. A short one-minute video about your experience related to the role. You can make this video using Loom.(Upgrade to see actual info/screen-recorder)
3. How many years of experience do you have in administrative processes, such as vendor relations, sales support documentation, and managing technology tool subscriptions?
4. Are you currently employed?

Why Join Us?
We value proactive, organized, and detail-oriented individuals who thrive in a fast-paced environment. Join our team to work in a collaborative, supportive environment while enjoying flexible working hours and excellent benefits.