Operations / Admin Coordinator (WFO: Pampanga)

Cloudstaff Philippines Inc.; Tarlac City; On-site; PHP 502,000 - 725,000; Full time

Benefits offered by this job

Health and life insurance

Flexible leave credits

Company PC and fiber internet

Career advancement opportunities

Employee Share Units

Dream Points program

In-house psychiatrist

Referral incentives

Job summary

Cloudstaff Philippines Inc. is seeking an experienced Operations / Admin Coordinator to support daily operations for a busy service-based business. You will manage client communications, scheduling, invoicing, payroll support, and staff coordination with minimal oversight.

You will act as the primary local contact for clients and staff, ensuring timely delivery of services and accurate documentation, while contributing to process improvements in a fast-paced environment.

Qualifications

• Near-native or excellent spoken and written English due to client-facing nature
• Proven experience in operations coordination or admin coordination
• Experience in field-services or mobile-workforce businesses is a plus

Responsibilities

• Act as day-to-day liaison for Australian clients via phone, email, and messaging
• Coordinate scheduling, job allocation, and roster changes
• Communicate with cleaning staff to resolve scheduling or service issues
• Work with Melbourne-based Operations Manager to ensure smooth daily coordination
• Prepare and issue client invoices accurately and on time
• Process payroll and support payroll-related administration
• Manage staff timesheets and ensure records are accurate
• Maintain day-to-day operational organisation across jobs, staff, and client requests
• Take notes during meetings and track follow-up actions
• Identify operational gaps and help optimize efficiency

Skills

Client communication

Operations coordination

Scheduling

Invoicing

Payroll support

Timesheet management

Xero experience

HubSpot experience

Excel scheduling tools

Tools

Xero

HubSpot

Excel

Job description

Job Description

Operations / Admin Coordinator

About the Role

We are seeking a highly capable Operations / Admin Coordinator to support the day-to-day
running of a busy service-based business. This is not a junior administration role. We are
looking for a top-tier candidate who can confidently manage operational coordination,
client communication, scheduling, invoicing, payroll support, and general business
organisation with minimal oversight.
This role is ideal for someone with strong operations coordination experience, excellent
judgement, and the ability to keep multiple moving parts organised in a fast-paced
environment. The successful candidate will be a key point of contact for clients, internal
operations, and field staff, helping ensure work is scheduled, communicated, delivered,
and followed through efficiently.

Key Responsibilities

• Act as a day-to-day liaison for Australian clients via phone, email, and messaging
• Communicate directly with cleaning staff to coordinate daily operations and resolve scheduling or service issues
• Manage scheduling, job allocation, and roster changes as required
• Work closely with the Operations Manager in Melbourne to ensure smooth daily coordination and follow-through
• Prepare and issue client invoices accurately and on time
• Process payroll and support payroll-related administration
• Manage staff timesheets and ensure records are accurate and up to date
• Maintain day-to-day operational organisation across jobs, staff, client requests, and internal priorities
• Take notes during meetings or discussions and ensure follow-up actions are tracked and completed
• Identify operational gaps, flag issues early, and help keep the business running efficiently

Qualifications and Requirements

About You

You are a highly organised and proactive operations or administration professional who is
comfortable taking ownership of day-to-day coordination. You have the communication
skills and confidence to deal directly with clients and staff, and you do not require
constant supervision to stay on top of priorities.
You are calm under pressure, responsive, detail-oriented, and able to juggle scheduling,
administrative tasks, and stakeholder communication without losing track of important
details. You understand the pace and unpredictability of a service business and can adapt
quickly when plans change.

Candidate Requirements

• Near-native or excellent spoken and written English — non-negotiable due to the client-facing nature of the role
• Strong communication skills and confidence handling client conversations independently
• Proven experience in operations coordination, admin coordination, or a similar business support role
• Ideally, experience in a field-services or mobile-workforce business such as cleaning, pest control, landscaping, maintenance, or similar
• Strong ability to manage scheduling, job changes, staff coordination, and operational follow-up
• Experience with invoicing, payroll processing, and timesheet management
• Comfortable using Xero, HubSpot, and Excel-based scheduling tools; direct experience with these platforms is strongly preferred
• Strong organisational skills and attention to detail
• Able to adapt quickly, take initiative, and work effectively with minimal oversight
• Professional, reliable, and confident in a client‑facing environment

Perks and Benefits

• Comprehensive health and life insurance starting on your 16th day of employment, including coverage for one free dependent
• Flexible leave credits that can be used for vacation, emergencies, and sick leave
• Exciting Mid-Year Parties with giveaways and cash prizes!
• Endless opportunities for career advancement
• We set you up for success with a company-provided PC/laptop and fiber internet connection
• Tech-on-Wheels support
• Join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and networking opportunities
• Unlimited cash incentives for successful referrals
• In-house psychiatrist available to support employees’ well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points – redeemable for useful items like appliances, kitchen gadgets, and more

CLOUDSTAFF: BUILD YOUR CAREER, ANYWHERE

Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

WHY CLOUDSTAFF IS THE #1 WORKPLACE?

• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.