Administrative Coordinator

NightOwl Consulting Philippines Inc.; Philippines; On-site; PHP 223,200 - 502,200; Full time

Benefits offered by this job

HMO on Day 1

Government-mandated benefits

Performance incentives

Quarterly company events

In-depth training

Great HR experience

De minimis allowance

Equipment and software provided

Job summary

NightOwl Consulting Philippines Inc. is seeking an Administrative Coordinator to support operations in the back office. The role requires strong organization, time management, and clear communication to manage emails, calendars, voicemails, and client appointments.

You will compile daily and monthly reports, maintain lead tracking spreadsheets, and handle weekly office orders and expense documentation. CRM updates and PTO calendar management are also part of the duties.

Qualifications

• Experience in an administrative or coordinator role, in a fast‑paced setting.
• Excellent organizational skills and time management for multiple tasks.
• Strong written and verbal communication, with attention to detail.
• Proficiency in Microsoft Office Suite and calendar management.
• Ability to work independently and collaborate with team members.

Responsibilities

• Email management: monitor, respond, and file correspondence.
• Calendar management: schedule appointments and reminders.
• Manage voicemails and forward urgent messages to the right people.
• Assist in scheduling client meetings and coordinate availability.
• Prepare and distribute daily/monthly reports to stakeholders.
• Maintain and update lead tracking spreadsheets with current info.
• Order weekly office supplies and track delivery timelines.
• Assist with expense reports and weekly timecard entry.
• Create realtor lists for Loan Officers and maintain CRM data.
• Develop monthly PTO calendar and monitor employee availability.

Skills

Organizational skills

Time management

Communication

MS Office

Calendar management

Data entry

Independent worker

Team collaboration

Job description

Job Summary

We are seeking a skilled and organized Administrative Coordinator to join our team and provide essential support to our operations. This role requires a detail-oriented individual with strong communication and time management skills, and proficiency in managing various administrative tasks efficiently and effectively.

Department: Administrative
Location: Back Office
Compensation: ₱20,000 - ₱45,000 / month

Key Responsibilities

Email Management

• Monitor and respond to emails promptly, prioritizing messages and flagging important correspondence for attention.
• Organize and maintain email folders, ensuring that messages are appropriately archived for easy access.

Calendar Management

• Schedule and coordinate appointments, meetings, and events for team members, utilizing calendar software to manage schedules efficiently.
• Send reminders and confirmations for appointments to ensure attendance and minimize conflicts.

Managing Voicemails

• Retrieve and respond to voicemail messages in a timely manner, forwarding urgent messages to the appropriate recipients.
• Maintain an organized system for tracking and following up on voicemail communications.

Setting Appointments

• Assist in scheduling appointments and consultations with clients, prospects, and partners, coordinating availability between parties.
• Communicate appointment details and confirmations to all relevant stakeholders.

Send Daily and Monthly Reports

• Compile and distribute daily and monthly reports summarizing key metrics, activities, and achievements.
• Ensure reports are accurate, well-presented, and delivered on schedule to relevant stakeholders.

Manage and Update Lead Tracking Spreadsheets

• Maintain lead tracking spreadsheets, entering new leads, updating status changes, and recording relevant information.
• Regularly review and analyze lead data to identify trends and opportunities for optimization.

Order Weekly Office Items

• Coordinate the procurement of office supplies and other essential items on a weekly basis, ensuring adequate stock levels and timely delivery.

Expense Reports

• Assist team members in preparing and submitting expense reports, reviewing receipts and documentation for accuracy and compliance with company policies.

Entering Weekly Timecards

• Collect and process weekly timecards from team members, accurately recording hours worked and any relevant time‑off requests.

Create Realtor Lists for LO’s

• Generate and update lists of realtors for Loan Officers (LOs), providing them with accurate and relevant contact information.

Create a Monthly PTO Calendar

• Develop and maintain a monthly calendar to track and manage employee Paid Time Off (PTO) requests and availability.

Manage the Team's CRM

• Oversee the Customer Relationship Management (CRM) system, ensuring data accuracy, organization, and regular updates.

Skills, Knowledge, and Expertise

• Proven experience in an administrative or coordinator role, preferably in a fast‑paced environment.
• Excellent organizational and time‑management skills, with the ability to prioritize tasks effectively.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management software.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to work independently with minimal supervision and collaborate effectively within a team environment.

Benefits

• Above market salary
• HMO on Day 1 for principal and two dependents
• Government‑mandated benefits
• Performance‑based Incentives
• Quarterly Company Events
• In‑depth training for career growth
• Great Company Culture and HR experience
• 1,000 PHP De Minimis
• Equipment and software provided