Administrative Coordinator

NightOwl Consulting Philippines; Philippines; On-site; PHP 223,000 - 502,000; Full time

Benefits offered by this job

HMO on Day 1 for principal and two de‑

Government-mandated benefits

Performance-based incentives

Quarterly company events

1,000 PHP De Minimis

Equipment and software provided

Great company culture and HR erfaren

Job summary

NightOwl Consulting Philippines is seeking an organized Administrative Coordinator to manage emails, calendar, CRM, reports, and office operations efficiently.

You will handle scheduling, data collection and reporting, timecard processing, and CRM data accuracy while coordinating with team members and partners to keep operations running smoothly. This role offers exposure to multiple admin functions in a fast-paced environment.

Qualifications

• Experience in an administrative or coordinator role.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and calendar management software.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to work independently with minimal supervision and collaborate within a team.

Responsibilities

• Monitor, respond to, and organize emails, prioritizing important correspondence.
• Schedule and coordinate appointments, meetings, and events; send reminders and confirmations.
• Retrieve and respond to voicemails, forwarding urgent messages and tracking communications.
• Assist in scheduling appointments and consultations with clients, prospects, and partners.
• Compile and distribute daily and monthly reports summarizing key metrics and activities.
• Maintain and update lead tracking spreadsheets, analyzing data for trends and opportunities.
• Coordinate weekly procurement of office supplies, ensuring adequate stock and timely delivery.
• Assist in preparing and submitting expense reports, reviewing receipts for accuracy and compliance.
• Collect and process weekly timecards, recording hours worked and time-off requests.
• Generate and update realtor lists for Loan Officers.
• Develop and maintain a monthly PTO calendar to track employee Paid Time Off.
• Manage the team’s CRM system, ensuring data accuracy and updates.

Skills

Organization

Time management

Written and verbal communication

Data entry

Independent work

Team collaboration

Tools

Microsoft Office Suite

Calendar management software

CRM software

Excel

Job description

Seeking an organized Administrative Coordinator to manage email, calendar, CRM, reports, and office operations efficiently.

Your Role

Key responsibilities include:

• Monitor, respond to, and organize emails, prioritizing important correspondence
• Schedule and coordinate appointments, meetings, and events; send reminders and confirmations.
• Retrieve and respond to voicemails, forwarding urgent messages and tracking communications.
• Assist in scheduling appointments and consultations with clients, prospects, and partners.
• Compile and distribute daily and monthly reports summarizing key metrics and activities.
• Maintain and update lead tracking spreadsheets, analyzing data for trends and opportunities.
• Coordinate weekly procurement of office supplies, ensuring adequate stock and timely delivery.
• Assist in preparing and submitting expense reports, reviewing receipts for accuracy and compliance.
• Collect and process weekly timecards, recording hours worked and time-off requests.
• Generate and update realtor lists for Loan Officers.
• Develop and maintain a monthly PTO calendar to track employee Paid Time Off.
• Manage the team’s Customer Relationship Management (CRM) system, ensuring data accuracy and updates.

About You

The company is looking for:

• Proven experience in an administrative or coordinator role, preferably in a fast-paced environment.
• Excellent organizational and time management skills with effective task prioritization.
• Strong written and verbal communication skills.
• 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.

Compensation & Benefits

• ₱20,000 - ₱45,000 / month
• Above market salary
• HMO on Day 1 for principal and two dependents
• Government-mandated benefits
• Performance-based incentives
• Quarterly company events
• 1,000 PHP De Minimis
• Equipment and software provided
• Great company culture and HR experience