Admin Coordinator - Job Code: 1782927794447

Coconut; Philippines; On-site; PHP 327,000 - 442,000; Part time

Benefits offered by this job

Competitive Salary

13th Month Pay

Paid Time Off

US Holidays Off

Maternity & Paternity Leave

Comprehensive Healthcare

Life Insurance

Mental Health Support

Milestone Gifts & Birthday Treats

Exciting Team Experiences

Stay Connected

Job summary

Coconut is seeking an Admin Coordinator to support Kavita and Jessica with a range of executive assistant tasks, calendars, reports, and document management.

This part-time role covers travel planning, expense tracking, invoicing, and preparing weekly status updates, all aligned with EST business hours.

The ideal candidate is highly organized, discreet, and proficient with Google Workspace and presentation tools.

Qualifications

• Maintain and organize Kavita's master task list, deadlines, follow-ups, and action items.
• Prepare weekly reports identifying items awaiting Kavita and Jessica.
• Track bills, payment due dates, invoices, receipts, and expense documentation.
• Review financial records and flag missing, duplicate, or inconsistent invoices.
• Categorize expenses and maintain organized bookkeeping records for tax preparation.
• Prepare payment summaries including recipient, amount, due date, payment reason, and supporting documentation.
• Manage Kavita's personal calendar, children's schedules, school activities, appointments, and identify scheduling conflicts.
• Track renewals and expiration dates for passports, Global Entry, driver's licenses, vehicle registrations, insurance, and other important documents.
• Organize travel logistics including itineraries, confirmations, trip folders, packing lists, baggage lists, and payment deadlines.
• Maintain hiring, candidate, onboarding, and offboarding trackers.
• Track birthdays, holidays, gifts, flowers, and special occasions.
• Organize approved photos, media appearances, biographies, press materials, and PR assets.
• Research collaboration opportunities and build organized prospect lists.
• Maintain Sip Channé's internal task management system and monitor deadlines.
• Track outstanding items awaiting Kavita's and Jessica's approval.
• Organize monthly sales reports, maintain sales logs, and prepare internal sales summaries.
• Monitor account activity and identify customers that have stopped ordering.
• Maintain contract, renewal, agreement, purchase order, and expiration trackers.
• Flag delayed purchase orders and outstanding operational items.
• Organize company files, templates, reports, spreadsheets, presentations, and brand assets.
• Research restaurants, hotels, wine shops, hospitality groups, clubs, and approved markets for business opportunities.
• Build and maintain prospect databases for internal review.
• Create, format, and update presentation decks using information provided by Jessica.
• Organize press materials, event photos, bottle images, and marketing assets.
• Assist with internal event planning through spreadsheets, tracking, and administrative coordination.
• Prepare weekly status reports covering completed work, work in progress, pending approvals, upcoming deadlines, overdue items, payments requiring action, and potential project risks.
• Attend weekly priority review meetings with Jessica.

Responsibilities

• Maintain and organize Kavita's master task list, deadlines, follow-ups, and outstanding action items
• Prepare weekly reports identifying items awaiting Kavita and Jessica
• Track bills, payment due dates, invoices, receipts, and expense documentation
• Review financial records and flag missing, duplicate, or inconsistent invoices
• Categorize expenses and maintain organized bookkeeping records for tax preparation
• Prepare payment summaries including recipient, amount, due date, payment reason, and supporting documentation
• Manage Kavita's personal calendar, children's schedules, school activities, appointments, and identify scheduling conflicts
• Track renewals and expiration dates for passports, Global Entry, driver's licenses, vehicle registrations, insurance, and other important documents
• Organize travel logistics including itineraries, confirmations, trip folders, packing lists, baggage lists, and payment deadlines
• Maintain hiring, candidate, onboarding, and offboarding trackers
• Track birthdays, holidays, gifts, flowers, and special occasions
• Organize approved photos, media appearances, biographies, press materials, and PR assets
• Research collaboration opportunities and build organized prospect lists
• Maintain Sip Channé's internal task management system and monitor deadlines
• Track outstanding items awaiting Kavita's and Jessica's approval
• Organize monthly sales reports, maintain sales logs, and prepare internal sales summaries
• Monitor account activity and identify customers that have stopped ordering
• Maintain contract, renewal, agreement, purchase order, and expiration trackers
• Flag delayed purchase orders and outstanding operational items
• Organize company files, templates, reports, spreadsheets, presentations, and brand assets
• Research restaurants, hotels, wine shops, hospitality groups, clubs, and approved markets for business opportunities
• Build and maintain prospect databases for internal review
• Create, format, and update presentation decks using information provided by Jessica
• Organize press materials, event photos, bottle images, and marketing assets
• Assist with internal event planning through spreadsheets, tracking, and administrative coordination
• Prepare weekly status reports covering completed work, work in progress, pending approvals, upcoming deadlines, overdue items, payments requiring action, and potential project risks
• Attend weekly priority review meetings with Jessica

Skills

Task management

Calendar management

Attention to detail

Confidential information handling

Proactive risk identification

Executive support

Travel coordination

CRM/tracking systems

Communication

Research/data organization

Presentation/deck-building

Tools

Google Workspace

Google Sheets

PowerPoint/Slides

CRM software

Canva

Job description

Role

Admin Coordinator

Monthly Rate

$550

Availability

Part-time 20 hours/week

Time Zone

EST business hours

Requirements

• Maintain and organize Kavita's master task list, deadlines, follow-ups, and outstanding action items
• Prepare weekly reports identifying items awaiting action from Kavita and Jessica
• Track bills, payment due dates, invoices, receipts, and expense documentation
• Review financial records and flag missing, duplicate, or inconsistent invoices
• Categorize expenses and maintain organized bookkeeping records for tax preparation
• Prepare payment summaries including recipient, amount, due date, payment reason, and supporting documentation
• Manage Kavita's personal calendar, children's schedules, school activities, appointments, and identify scheduling conflicts
• Track renewals and expiration dates for passports, Global Entry, driver's licenses, vehicle registrations, insurance, and other important documents
• Organize travel logistics including itineraries, confirmations, trip folders, packing lists, baggage lists, and payment deadlines
• Maintain hiring, candidate, onboarding, and offboarding trackers
• Track birthdays, holidays, gifts, flowers, and special occasions
• Organize approved photos, media appearances, biographies, press materials, and PR assets
• Research collaboration opportunities and build organized prospect lists
• Maintain Sip Channé's internal task management system and monitor deadlines
• Track outstanding items awaiting Kavita's and Jessica's approval
• Organize monthly sales reports, maintain sales logs, and prepare internal sales summaries
• Monitor account activity and identify customers that have stopped ordering
• Maintain contract, renewal, agreement, purchase order, and expiration trackers
• Flag delayed purchase orders and outstanding operational items
• Organize company files, templates, reports, spreadsheets, presentations, and brand assets
• Research restaurants, hotels, wine shops, hospitality groups, clubs, and approved markets for business opportunities
• Build and maintain prospect databases for internal review
• Create, format, and update presentation decks using information provided by Jessica
• Organize press materials, event photos, bottle images, and marketing assets
• Assist with internal event planning through spreadsheets, tracking, and administrative coordination
• Prepare weekly status reports covering completed work, work in progress, pending approvals, upcoming deadlines, overdue items, payments requiring action, and potential project risks
• Attend weekly priority review meetings with Jessica

Good to have

• Ability to prioritize multiple responsibilities effectively
• Strong research and data organization skills
• Comfortable handling confidential information with discretion
• Proactive in identifying risks, missing information, and upcoming deadlines
• Must follow strict access restrictions and approval processes
• Able to provide concise and organized weekly reporting
• Experience supporting executives or high-level personal assistants
• Basic bookkeeping and expense tracking experience
• Experience with travel coordination
• Experience maintaining CRM or tracking systems
• Presentation and deck-building skills
• Familiarity with hospitality, wine, or consumer brands
• Experience supporting both personal and business administrative operations
• Highly organized with exceptional attention to detail
• Strong administrative and project coordination skills
• Excellent task management and follow-through

Industry/Tools Experience

• Google Workspace (Docs, Sheets, Calendar) or similar productivity tools (assumed based on responsibilities)
• Spreadsheet software
• Presentation software (PowerPoint, Google Slides, Canva, etc.)
• WhatsApp (for approved communications)
• Email

Benefits

We’re all about uplifting lives in Coconut and we make sure we provide benefits that support work-life balance, well-being, and growth. Here’s what you can look forward to as part of the Coconut Community!

• Competitive Salary – We recognize your skills and experience with a great compensation package.
• 13th Month Pay – Enjoy an extra month’s salary—because who doesn’t love a little bonus?
• Paid Time Off – Recharge with 12 days of PTO to use however you like—vacation, self-care, or just a break from it all!
• US Holidays Off – Enjoy 12 paid US holidays throughout the year.
• Maternity & Paternity Leave – We support growing families with dedicated leave for new parents.
• Comprehensive Healthcare – We’ve got you and your family covered with quality healthcare benefits.
• Life Insurance* – Our full-time HMO plan includes life insurance for extra peace of mind.
• Mental Health Support – Prioritize your well‑being with access to mental health consultations and wellness resources.
• Milestone Gifts & Birthday Treats – We celebrate your achievements and make your special day even better!
• Exciting Team Experiences – Think island getaways, virtual town halls, and regional meetups—because work should be fun, too!
• Stay Connected – Be part of a supportive network where you can learn, grow, and connect with amazing people.

Some benefits may vary. Full details will be provided during the onboarding process.