Operations & Admin Executive

CapitaSafe Pte Ltd; Santo Niño 1st; On-site; PHP 180,000 - 260,000; Full time

Job summary

CapitaSafe Pte Ltd in the Philippines is seeking an organized Administrative Assistant to support policy processing, documentation, and cross‑department coordination.

You will manage policy inventory, prepare forms, assist sales teams, maintain client records, and help improve workflows in a fast‑paced environment. Strong attention to detail and confidentiality are essential.

Qualifications

• Degree or diploma in business/finance related field.
• Experience in administrative or operations roles.
• Familiarity with insurance processes is a plus.
• Strong organizational and communication skills.
• Ability to handle confidential information with integrity.

Responsibilities

• Administer and manage insurance policy inventory, including tracking, updates, and documentation
• Prepare and process forms, reports, and other operational documents accurately and efficiently
• Support Acquisition and Sales teams in policy processing, renewals, and client servicing
• Maintain and update contact lists, client records, and internal databases
• Develop, organize, and maintain both digital and manual filing systems
• Act as a liaison between internal departments to ensure smooth communication and workflow
• Assist in compliance checks and ensure adherence to company and regulatory requirements
• Handle general administrative duties such as scheduling, correspondence, and data entry
• Identify opportunities to improve operational efficiency and workflow processes

Skills

Organizational skills

Multitasking

Communication skills

Interpersonal skills

Independence

Team collaboration

Adaptability

Accountability

Attention to detail

Education

Diploma or Degree in Business Administration or Finance

Tools

Microsoft Office

Excel

Word

Outlook

Database management

Job description

About the role

This role plays a key part in ensuring smooth policy processing, accurate documentation, and efficient coordination across departments.

Key responsibilities

• Administer and manage insurance policy inventory, including tracking, updates, and documentation


• Prepare and process forms, reports, and other operational documents accurately and efficiently


• Support Acquisition and Sales teams in policy processing, renewals, and client servicing


• Maintain and update contact lists, client records, and internal databases


• Develop, organize, and maintain both digital and manual filing systems


• Act as a liaison between internal departments to ensure smooth communication and workflow


• Assist in compliance checks and ensure adherence to company and regulatory requirements


• Handle general administrative duties such as scheduling, correspondence, and data entry


• Identify opportunities to improve operational efficiency and workflow processes

Requirements

• Diploma or Degree in Business Administration, Finance, or related field


• 1–3 years of experience in administrative or operations roles (insurance industry preferred)


• Strong organizational and multitasking skills with attention to detail


• Proficient in Microsoft Office (Excel, Word, Outlook) and database management


• Good communication and interpersonal skills


• Ability to work independently and collaboratively in a team environment


• Familiarity with insurance processes, especially resale or secondary market policies, is an advantage


• Meticulous and process-driven


• Reliable with a strong sense of accountability


• Able to handle confidential information with integrity


• Adaptable in a fast-paced environment