Business Operations Coordinator

Outsourcedstaff; Manila; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

Outsourcedstaff is seeking a proactive Operations Coordinator / Senior EA to support the Founder and scale the business. You will manage inboxes, calendars, and materials for meetings, while coordinating CRM, finance, and project workflows.

The role requires organizing across systems and stakeholders as the team grows. You will work with HubSpot, Xero, and ProjectWorks, maintain documents in SharePoint/Microsoft 365, and ensure operational visibility and efficiency across the consulting

Qualifications

• 3–5 years in an operations coordinator, business administrator, or senior EA role within a professional services/consulting environment.
• Hands-on experience with HubSpot or similar CRM.
• Comfortable working in Xero and a project management/PSA tool (ProjectWorks a bonus).
• Proficient in Microsoft 365, including SharePoint, Teams, and Outlook.
• Strong written and verbal English communication.
• High level of ownership and accountability; able to work independently.
• Organised, detail-oriented, and reliable under pressure.
• Confident dealing with senior stakeholders and external clients.
• Comfortable in a fast-moving, growing business where the scope will evolve.

Responsibilities

• Manage inbox, email triage, and meeting scheduling for the Founder.
• Gatekeeper to the Founder’s time and calendar; handle follow-ups.
• Prepare materials for meetings, conferences, and travel; monitor channels for timely responses.
• Maintain HubSpot CRM records, meeting notes, and follow-up actions; track proposals and follow-ups.
• Support coordination of conference meetings and relationship tracking; keep the pipeline organized.
• Support onboarding logistics for new consultants and ensure visibility of tasks across the team.
• Coordinate across the consulting team; track internal action items; use Smartsheet when needed.
• Assist with expense coordination and invoice documentation; support financial admin in Xero and ProjectWorks.
• Maintain structured document management across Microsoft 365 and SharePoint; refine SOPs and templates.

Skills

Operations coordination

Executive support

HubSpot CRM

Xero

ProjectWorks

Microsoft 365

SharePoint

Communication skills

Calendar management

Documentation

Tools

HubSpot CRM

Xero

ProjectWorks

Smartsheet

SharePoint

Microsoft 365

Job description

This client is a fast-growing consulting business operating in a highly regulated sector. The team has expanded from 2 to 7 people in a short period, and the pace of growth is increasing. As the operational load increases, the Founder needs a central coordination layer that keeps the business running efficiently, information flowing cleanly, and day-to-day structure intact.

This role sits at the intersection of executive support, operations coordination, and business administration. The right person will be proactive, organised, and comfortable working across systems, people, and priorities simultaneously. They will act as a reliable extension of the Founder, absorbing operational load so the business can scale without everything flowing through one person.

Founder & Executive Support

• - Manage inbox, email triage, and meeting scheduling on behalf of the Founder
• - Act as gatekeeper to the Founder's time and calendar
• - Handle DocuSign, documentation, and administrative follow-ups
• - Prepare materials for meetings, conferences, and travel
• - Monitor communication channels and ensure timely responses

CRM & Business Development Coordination

• - Maintain HubSpot CRM records, meeting notes, and follow-up actions
• - Track proposal submissions and associated follow-up tasks
• - Support coordination of conference meetings and relationship tracking
• - Keep the pipeline organised and ensure no opportunities fall through the cracks

Operations Coordination

• - Support coordination across the consulting team and track internal action items
• - Familiarity with work management systems - Smartsheet a big Plus
• - Support onboarding logistics for new consultants
• - Ensure tasks are visible, followed up, and completed across the team
• - Help maintain operational structure as the business continues to grow

Financial & Agreement Administration

• - Support expense coordination and invoice documentation preparation
• - Assist with administrative coordination in Xero and ProjectWorks
• - Maintain organised records of client agreements and project documentation
• - Liaise with relevant internal contacts to keep financial admin on track

Document & Knowledge Management

• - Maintain structured document management across Microsoft 365 and SharePoint
• - Support the maintenance of internal templates, SOPs, and operational files
• - Document and refine processes for repeatable tasks
• - Identify inefficiencies and recommend improvements over time

• 3 to 5 years in an operations coordinator, business administrator, or senior EA role, ideally within a professional services or consulting environment
• Hands-on experience with HubSpot or similar CRM
• Comfortable working in Xero and a project management or PSA tool (ProjectWorks experience a bonus)
• Proficient in Microsoft 365, including SharePoint, Teams, and Outlook
• Strong written and verbal English communication
• High level of ownership and accountability, able to operate independently with minimal direction
• Organised, detail-oriented, and reliable under pressure
• Confident dealing with senior stakeholders and external clients
• Comfortable in a fast-moving, growing business where the scope will evolve