Administration Coordinator

Satellite Office; Pasig; On-site; PHP 268,000 - 402,000; Full time

Job summary

Satellite Office is seeking a proactive administrator to support day-to-day operations, documentation, and CRM record maintenance. The role involves progressing actions with doctors and practices, coordinating interviews, and handling contracts and documentation across multiple program areas.

The ideal candidate will be confident on the phone and in email, possess strong administrative and organizational skills, and be able to work autonomously in a fast-paced environment.

Qualifications

• Confident and professional on the phone and in email.
• Strong administration and document-processing skills with exceptional attention to detail.
• Strong organisational and follow-up skills.
• Highly proactive, self-motivated and autonomous.
• Versatile and adaptable, with the ability to work across multiple functions and priorities.
• Comfortable switching between administration, candidate processing, phone-based follow-up, CRM work and general program support.

Responsibilities

• Process potential candidate applications, ensuring all required information and documentation is complete.
• Identify and fast track quality applicants effectively.
• Administration - prepare, review and process contracts and documentation.
• Maintain accurate records in HubSpot and SharePoint – including notes, tasks and pipeline stages.
• Make outbound calls to both practices and candidates.
• Coordinate interviews and meetings and meet with potential candidates.
• Manage deadlines and follow-up requirements effectively and autonomously.
• Be comfortable in varied tasks and prioritise each day effectively.
• Escalate issues appropriately.

Skills

Phone communication

Administrative skills

Attention to detail

Organizational skills

Proactive/autonomous

CRM experience

HubSpot experience

SharePoint experience

Tools

HubSpot

SharePoint

Job description

To support the day-to-day operations, managing documentation, maintaining accurate CRM records and proactively progressing outstanding actions with doctors and practices.

This is a varied role requiring someone who can work confidently across multiple areas of the program and adapt quickly depending on business needs.

Key Responsibilities

• Process potential candidate applications, ensuring all required information and documentation is complete. Identify and fast track quality applicants effectively.
• Administration - prepare, review and process contracts and documentation.
• Maintain accurate records in HubSpot and SharePoint – including notes, tasks and pipeline stages.
• Make outbound calls to both practices and candidates.
• Coordinate interviews and meetings and meet with potential candidates.
• Manage deadlines and follow-up requirements effectively and autonomously.
• Be comfortable in varied tasks and prioritise each day effectively.
• Escalate issues appropriately.

Skills & Experience

• Confident and professional on the phone and in email.
• Strong administration and document-processing skills with exceptional attention to detail.
• Strong organisational and follow-up skills.
• Highly proactive, self-motivated and autonomous.
• Versatile and adaptable, with the ability to work across multiple functions and priorities.
• Comfortable switching between administration, candidate processing, phone-based follow-up, CRM work and general program support.
• Previous experience in sales, recruitment or another fast-paced client-facing environment would be highly regarded.
• Experience using HubSpot is highly desirable.