Operations & Projects Coordinator (Recruiting Support)

Confidential Jobs; Metro Manila; Hybrid; PHP 320,000 - 520,000; Full time

Job summary

Confidential Jobs is seeking a proactive Operations Coordinator to support business development and recruiting operations. You will coordinate projects end-to-end, maintain accurate information across systems, and track outstanding items to keep initiatives on track.

This role requires strong organizational skills, attention to detail, and the ability to work across calendars and time zones, including US Central Time.

Qualifications

• 2+ years of experience in project coordination, operations, executive support, recruiting coordination, or account management support.
• Experience supporting Account Executives, recruiters, consultants, or other client-facing professionals preferred.
• Strong organizational and project-management skills with the ability to manage multiple projects and deadlines.
• Proactive approach to tracking details, following up, identifying gaps, and keeping work moving forward.
• Strong written and spoken English with experience communicating professionally with US-based colleagues, clients, or candidates.
• High attention to detail and experience maintaining accurate information across multiple systems.
• Proficiency with Microsoft Office or Google Workspace and experience using a CRM, ATS, or project-management platform.
• Able to prepare polished documents, reports, presentations, and written communications.
• Comfortable working independently, managing changing priorities, and handling confidential information.

Responsibilities

• Coordinate multiple client engagements, executive search assignments, and internal projects from kickoff through completion.
• Maintain project plans, timelines, task lists, deadlines, deliverables, and clear next steps.
• Track outstanding items and proactively follow up with Account Executives and internal team members to keep projects moving.
• Identify potential delays, missing information, and process gaps before they affect deadlines or deliverables.
• Schedule client meetings, candidate interviews, and internal discussions across multiple calendars and time zones.
• Prepare Account Executives for meetings by organizing background information, project updates, candidate details, and outstanding questions.
• Document meeting notes, decisions, action items, owners, and due dates.
• Maintain accurate client, candidate, and project information within the CRM, project trackers, and shared files.
• Track candidate progress, interview stages, feedback, scheduling needs, and follow-up communications.
• Format and review resumes, candidate profiles, job descriptions, presentations, reports, agreements, and other confidential materials.
• Draft routine client and candidate communications and monitor shared inboxes and incoming requests.
• Support research, lead-list development, and contact-information gathering when needed.
• Develop and maintain templates, checklists, standard operating procedures, and repeatable workflows.
• Prepare regular project updates and help Account Executives prioritize deadlines, follow-ups, and upcoming deliverables.

Skills

Project coordination

CRM/ATS usage

Microsoft Office

Google Workspace

US Central Time availability

Executive support

Education

Bachelor’s degree in Business Administration, Psychology, Communications, HR

Tools

CRM/ATS system

Project management tools

Job description

Confidential Jobs is seeking a proactive Operations Coordinator to support business development and recruiting operations. You will coordinate projects end-to-end, maintain accurate information across systems, and track outstanding items to keep initiatives on track.

This role requires strong organizational skills, attention to detail, and the ability to work across calendars and time zones, including US Central Time.