Executive And Operations Assistant

Beepo; Angeles; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

Competitive compensation

HMO

Paid time off

Company equipment provided

Job summary

Beepo in Clark, Pampanga, Philippines seeks an Executive and Operations Assistant to support the MD and leadership team. The role covers calendar management, correspondence drafting, onboarding, billing, and records in Splose, with a focus on processes and cross‑functional coordination.

Onsite day shift with competitive rewards and equipment provided. The ideal candidate has 3+ years in EA/operations, strong Excel and MS 365 skills, and experience in healthcare/NDIS or CRM systems like Splose.

Qualifications

• 3+ years in EA/operations/admin roles, ideally for Australian businesses
• Excellent written English for professional correspondence
• Strong numeric skills and Excel proficiency (formulas, tracking)
• Ability to manage multiple workflows with minimal supervision
• Proficiency with Microsoft 365 apps (Outlook, Teams, Excel, Word, SharePoint)
• Discretion with sensitive health and personal information
• Experience in Healthcare/NDIS or allied health environments
• Familiarity with practice management or CRM systems (Splose)
• Accounts receivable or bookkeeping exposure (Xero)
• Clear verbal communication with a neutral accent; phone experience with Canva or Planner toolsenhanced

Responsibilities

• Manage inbox triage, calendars and meeting scheduling for MD and leadership.
• Draft professional correspondence, reports and internal documents.
• Prepare meeting agendas, take minutes, track actions to completion.
• Coordinate onboarding, service agreements and addendums through signatures.
• Maintain participant records in Splose with proper naming conventions.
• Send billing reminders and track invoicing progress with clinicians.
• Monitor aged receivables and liaise with bookkeepers and clinicians.
• Support funding tracking, budgeting and service launches.
• Coordinate OT Driving Assessments as services launch.
• Handle phone enquiries and respond to policy questions from the team.
• Maintain SharePoint/OneDrive filing and document version control.
• Coordinate purchasing of clinical assessment resources and events.

Skills

Written English

Excel skills

Microsoft 365

Project coordination

Discretion

NDIS experience

CRM system (Splose)

Xero exposure

Communication

Tools

Splose

Xero

Canva

Microsoft Planner

SharePoint

Job description

Job Description:

Discover 100% YOU as an Executive and Operations Assistant!

• Onsite | Day Shift
• Competitive Total Rewards (Compensation, Allowance, HMO, and Paid Time Off)
• Company Provided Equipment

What's in it for you?

• Position: Executive and Operations Assistant
• Location: Central Luzon
• Work setup & shift: Onsite | Day Shift

Your Role

• Manage inbox triage, calendars and meeting scheduling for the Managing Director and leadership team.
• Draft correspondence, reports and internal documents independently to a professional standard.
• Prepare meeting agendas, take minutes, and track actions through to completion. Maintain project and task coordination across the leadership team (e.g. Microsoft Teams Planner), keeping status current.
• Support special projects such as service launches, process reviews and recruitment administration.
• Own onboarding follow-through: service agreements and addendums tracked to signature, onboarding checklists completed, and missing information chased.
• Maintain accurate participant records, referrals and documentation in Splose, with correct naming conventions and version control.
• Complete scheduled client engagement check-ins (at least every three months), copying in the nominated escalation point so responses are actioned.
• Support discharge and inactive client management.
• Send fortnightly billing reminders to clinicians and track completion before invoicing.
• Check billed items against progress notes, record outstanding notes in Excel, and follow up each clinician until resolved.
• Maintain the aged receivables register alongside our external bookkeepers: record why each invoice is outstanding, liaise with clinicians, flag where services should be paused, and note resubmission or due dates.
• Assist with funding and plan tracking, including funding periods and budget utilisation.
• Communicate professionally in writing with participants, families, support coordinators, plan managers and other providers.
• Liaise with clinicians on outstanding documentation, calendar entries and billing queries.
• Support coordination of Occupational Therapy Driving Assessments (OTDAs) as this service launches.
• Handle phone enquiries, where suited to the successful candidate's verbal communication skills.
• Learn our policies and procedures well enough to be a go-to point for "how do we do this?" questions from the team.
• Follow documented processes consistently, and help maintain and improve them where gaps appear.
• Maintain organised digital filing across SharePoint and OneDrive.
• Coordinate purchasing and records for clinical assessment resources.
• Support the execution of team events and culture activities.

Qualification

• At least 3 years' experience as an executive assistant, operations assistant or senior administrator, ideally supporting Australian businesses.
• Excellent written English, with the ability to draft professional correspondence independently.
• Strong numeracy and Excel skills (tracking, formulas, reconciling figures).
• Demonstrated ability to manage multiple workflows, prioritise, and follow through without supervision.
• Confident with Microsoft 365 (Outlook, Teams, Excel, Word, SharePoint) and quick to learn new systems.
• Discretion and sound judgement when handling sensitive health and personal information.
• Experience in Healthcare, allied health or NDIS industry
• Experience with a practice management or CRM system (e.g. Splose).
• Accounts receivable or bookkeeping exposure (e.g. Xero).
• Clear verbal communication and a neutral accent, with phone experience.Canva, Microsoft Planner or other project coordination tools.

About Beepo

Our Beepo office is located in Clark, Pampanga. We provide exceptional workforce support to clients all over the world. Our primary focus is to help businesses grow sustainably with the help of fantastic Philippine talent.

You will be supported by a great working environment, leading benefits, and an opportunity to meet your career goals. You will be able to apply your skills and innovative thinking to this role. This is an opportunity to grow your career quickly.

• Terms and conditions apply