Operations Coordinator (Practice Management)

HBP Business Services Inc; Pampanga; On-site; PHP 357,000 - 513,000; Full time

Job summary

HBP Business Services Inc. in Clark, Pampanga is seeking an Operations Coordinator (Practice Management) to ensure data integrity across systems and support finance-related activities.

You will help with data validation, reporting, debtor management, invoicing, and payment processing, while supporting scheduling, onboarding, and workflow updates to improve efficiency. This role requires attention to detail, data-driven mindset, and the ability to work cross-functionally in a professional

Qualifications

• Experience with data integrity and reporting in a professional services setting.
• Strong attention to detail in data handling and financial processes.
• Proficiency with Excel, including formulas, lookups, pivots and reconciliation work.

Responsibilities

• Data Integrity & Accuracy: Maintain accurate, up-to-date information across core business systems and validate data across platforms.
• Systems & Information Flow Management: Update data across practice systems and ensure consistent data flow between inputs and outputs.
• Reporting & Data Analysis Support: Prepare weekly/monthly operational reports; extract, manipulate and validate datasets; perform variance analysis.
• Finance Support (Debtors, Invoicing & Payments): Manage debtor records, follow up on overdue invoices, process incoming payments, and assist with invoicing and reconciliations.
• Operational Process Support: Assist scheduler/timesheets/retainers etc.; ensure timely updates and escalations when needed.
• Quality Control & Continuous Improvement: Self-review work, safeguard confidentiality, identify recurring issues and suggest improvements.

Skills

Detail-oriented

Excel skills

Data validation

Reconciliations

Debtor management

Invoicing

Payment processing

Systems thinking

Tools

Workflow systems

Accounting software

Job description

Job Title: Operations Coordinator (Practice Management)

Location: Clark, Pampanga

Reports to: Practice Manager

We are seeking a detail-oriented Operations Coordinator to support our Practice Management function, with a strong focus on data integrity, reporting, and finance support.

Role Purpose

The Operations Coordinator supports the Practice Management function by ensuring the integrity, accuracy and completeness of data across systems, while assisting with operational processes, reporting, and finance-related activities.

The role plays a key part in maintaining reliable data across the practice, supporting reconciliations, and ensuring that system information flows correctly into operational and financial reporting. It also contributes to the finance function through debtor management, invoicing support, and payment processing activities.

Key Responsibilities

1) Data Integrity & Accuracy

• Maintain accurate, complete and up-to-date information across core business systems
• Perform data validation checks across systems to ensure consistency
• Identify discrepancies, missing data and inconsistencies, and upscale appropriately
• Support the integrity of data used in reporting and decision-making

2) Systems & Information Flow Management

• Maintain and update data across practice systems (workflow, job management, invoicing, reporting tools)
• Develop an understanding of how systems integrate and how data flows between them
• Ensure data is consistently aligned across systems and outputs
• Support process workflows that rely on accurate system inputs

3) Reporting & Data Analysis Support

• Assist in preparing weekly and monthly operational reports
• Extract, manipulate and validate datasets for reporting
• Perform variance analysis, exception reporting and data validation checks
• Identify trends, anomalies and gaps in datasets and upscale insights

4) Finance Support (Debtors, Invoicing & Payments)

• Assist in debtor management, including monitoring overdue accounts and maintaining accurate debtor records
• Support follow-up processes on outstanding invoices, escalating risks where required
• Develop an understanding of the impact of overdue accounts on workflow, resourcing and client delivery
• Assist with processing incoming payments and ensuring correct allocation across systems
• Support invoicing processes across functions, ensuring accuracy of billing inputs (rates, timesheets, scope alignment)
• Perform reconciliation checks between systems (e.g. invoicing, revenue, WIP, retainers)
• Assist the finance team during month-end processes, including resolving discrepancies

5) Operational Process Support

• Support key practice processes, including:
• Scheduler / timesheets / retainers
• Overdue deliverables tracking
• Handovers and job updates
• Engagement setup and onboarding administration
• Ensure updates are completed accurately and within required timeframes
• Escalate issues impacting workflow, reporting or delivery

6) Quality Control & Continuous Improvement

• Perform thorough self-review prior to submission of work
• Maintain confidentiality of sensitive financial and operational information
• Identify recurring issues in data, invoicing, or processes and suggest improvements
• Build increasing independence in identifying and resolving issues

Key Outcomes / Success Measures

• High accuracy and integrity of data across systems
• Timely completion of reporting, operational and finance support tasks
• Strong reconciliation capability and discrepancy identification
• Improved visibility and management of overdue receivables
• Accurate invoicing and payment allocation across systems
• Reduced data inconsistencies impacting reporting and workflow
• Growing understanding of how data, finance and operations interact

Core Skills & Experience

Technical Skills

• Strong attention to detail and commitment to data accuracy
• Ability to work with datasets and identify inconsistencies and anomalies
• Intermediate Excel skills (formulas, lookups, pivots, reconciliation work)
• Understanding of reconciliations and transactional data validation
• Exposure to or interest in debtor management, invoicing and payment processing
• Ability to work within a finance-related operational environment
• Good systems aptitude and understanding of data flows between platforms
• Process-driven with ability to follow structured workflows

Desirable Experience

• 1-3 years' experience in:
• Operations / administration
• Finance support / accounts receivable
• Reporting or data support roles
• Exposure to:
• Debtors / billing / payment allocation
• Practice or workflow systems
• Professional services or consulting environments

Behavioral Attributes

• Highly detail-oriented and quality-focused
• Analytical with strong curiosity around data and systems
• Strong ownership and self-review habits
• Able to manage multiple tasks and deadlines
• Clear communicator with confidence to upscale issues
• Interest in understanding how finance, data and operations intersect

About you:

• Strong attention to detail and analytical mindset
• Intermediate Excel skills and confidence working with data
• Understanding of reconciliations, invoicing or accounts receivable
• Systems-oriented with interest in how data flows into reports
• Well organised with ability to manage multiple priorities