Administrative Operations Coordinator

Revaya; Philippines; On-site; PHP 934,000 - 1,264,000; Full time

Job summary

Revaya is seeking an organized Administrative Assistant in the Philippines to support corporate operations by maintaining records, trackers, schedules, and deadlines. You will coordinate across departments, manage documentation, and assist with acquisition, licensing, and policy records while keeping stakeholders updated.

The role emphasizes tracking, data accuracy, and clear communication across time zones.

Qualifications

• Two or more years of administrative, operations, project-coordination, or records-management experience.
• Strong experience with spreadsheets, shared drives, document libraries, calendars, trackers, and recurring deadlines.
• Proficiency with Microsoft 365, including Excel, Outlook, Teams, and SharePoint; Monday.com or similar tools preferred.
• Excellent written English, data accuracy, file organization, and follow-up habits.
• Experience in senior living, healthcare, property operations, acquisitions, licensing, or compliance administration is preferred.

Responsibilities

• Acquisition & Transition Administration: Maintain the master acquisition and transition tracker, including status, owners, due dates, risks, and outstanding items.
• Schedule transition meetings, coordinate calls and site visits, take notes, and distribute follow-up items to stakeholders.
• Organize transition data rooms and folders; update request lists and mark documents received.
• Maintain transition checklists and track missing documents by community and department.
• Operational Trackers & Reporting: Build and maintain project trackers, weekly status reports, milestones, risks, deadlines, and overdue-item escalations.
• Maintain community leadership rosters, master community information, emergency contacts, and distribution lists by role, region, and department.
• Maintain recurring reporting calendars and coordinate reminders with responsible departments.
• Create simple executive summaries and administrative reports from approved source information.
• Contracts, Insurance & Legal Administration: Maintain a centralized contract database, executed agreement files, renewal dates, notice periods, and key terms.
• Maintain insurance renewal, certificate-of-insurance, claims-document, and vendor-obligation trackers.
• Organize files and document requests for outside counsel and maintain legal matter or litigation trackers under leadership or counsel direction.
• Track legal deadlines and document requests and promptly escalation upcoming or overdue items.
• Licensing, Regulatory & Policy Records: Maintain community license and certification trackers, renewal dates, required filings, packet requirements, and regulatory contacts by state.
• Track surveys, inspections, Plans of Correction, fines, penalties, and related follow-up deadlines based on instructions from authorized leaders.
• Organize regulatory correspondence, renewal documents, and required attachments.
• Maintain the centralized SOP and policy library, including review dates, document naming, and version control.
• General Administrative Support: Coordinate meetings, calls, travel arrangements, itineraries, and contact lists as assigned.
• Maintain SharePoint folders and document libraries using consistent naming and access practices.
• Order approved new-hire welcome gifts, business cards, and name tags for home-office staff.
• Provide responsive administrative support and communicate status updates clearly to internal stakeholders.

Skills

Administrative coordination

Data accuracy

Deadline management

Cross-department communication

Education

High school diploma or equivalent

Tools

Microsoft 365

Excel

Outlook

SharePoint

Teams

Monday.com

Job description

Revaya is seeking an organized Administrative Assistant in the Philippines to support corporate operations by maintaining records, trackers, schedules, and deadlines. You will coordinate across departments, manage documentation, and assist with acquisition, licensing, and policy records while keeping stakeholders updated.

The role emphasizes tracking, data accuracy, and clear communication across time zones.