Part-Time Executive Admin & Operations Coordinator

Coconut; Philippines; On-site; PHP 327,000 - 442,000; Part time

Benefits offered by this job

Competitive Salary

13th Month Pay

Paid Time Off

US Holidays Off

Maternity & Paternity Leave

Comprehensive Healthcare

Life Insurance

Mental Health Support

Milestone Gifts & Birthday Treats

Exciting Team Experiences

Stay Connected

Job summary

Coconut is seeking an Admin Coordinator to support Kavita and Jessica with a range of executive assistant tasks, calendars, reports, and document management.

This part-time role covers travel planning, expense tracking, invoicing, and preparing weekly status updates, all aligned with EST business hours.

The ideal candidate is highly organized, discreet, and proficient with Google Workspace and presentation tools.

Qualifications

• Maintain and organize Kavita's master task list, deadlines, follow-ups, and action items.
• Prepare weekly reports identifying items awaiting Kavita and Jessica.
• Track bills, payment due dates, invoices, receipts, and expense documentation.
• Review financial records and flag missing, duplicate, or inconsistent invoices.
• Categorize expenses and maintain organized bookkeeping records for tax preparation.
• Prepare payment summaries including recipient, amount, due date, payment reason, and supporting documentation.
• Manage Kavita's personal calendar, children's schedules, school activities, appointments, and identify scheduling conflicts.
• Track renewals and expiration dates for passports, Global Entry, driver's licenses, vehicle registrations, insurance, and other important documents.
• Organize travel logistics including itineraries, confirmations, trip folders, packing lists, baggage lists, and payment deadlines.
• Maintain hiring, candidate, onboarding, and offboarding trackers.
• Track birthdays, holidays, gifts, flowers, and special occasions.
• Organize approved photos, media appearances, biographies, press materials, and PR assets.
• Research collaboration opportunities and build organized prospect lists.
• Maintain Sip Channé's internal task management system and monitor deadlines.
• Track outstanding items awaiting Kavita's and Jessica's approval.
• Organize monthly sales reports, maintain sales logs, and prepare internal sales summaries.
• Monitor account activity and identify customers that have stopped ordering.
• Maintain contract, renewal, agreement, purchase order, and expiration trackers.
• Flag delayed purchase orders and outstanding operational items.
• Organize company files, templates, reports, spreadsheets, presentations, and brand assets.
• Research restaurants, hotels, wine shops, hospitality groups, clubs, and approved markets for business opportunities.
• Build and maintain prospect databases for internal review.
• Create, format, and update presentation decks using information provided by Jessica.
• Organize press materials, event photos, bottle images, and marketing assets.
• Assist with internal event planning through spreadsheets, tracking, and administrative coordination.
• Prepare weekly status reports covering completed work, work in progress, pending approvals, upcoming deadlines, overdue items, payments requiring action, and potential project risks.
• Attend weekly priority review meetings with Jessica.

Responsibilities

• Maintain and organize Kavita's master task list, deadlines, follow-ups, and outstanding action items
• Prepare weekly reports identifying items awaiting Kavita and Jessica
• Track bills, payment due dates, invoices, receipts, and expense documentation
• Review financial records and flag missing, duplicate, or inconsistent invoices
• Categorize expenses and maintain organized bookkeeping records for tax preparation
• Prepare payment summaries including recipient, amount, due date, payment reason, and supporting documentation
• Manage Kavita's personal calendar, children's schedules, school activities, appointments, and identify scheduling conflicts
• Track renewals and expiration dates for passports, Global Entry, driver's licenses, vehicle registrations, insurance, and other important documents
• Organize travel logistics including itineraries, confirmations, trip folders, packing lists, baggage lists, and payment deadlines
• Maintain hiring, candidate, onboarding, and offboarding trackers
• Track birthdays, holidays, gifts, flowers, and special occasions
• Organize approved photos, media appearances, biographies, press materials, and PR assets
• Research collaboration opportunities and build organized prospect lists
• Maintain Sip Channé's internal task management system and monitor deadlines
• Track outstanding items awaiting Kavita's and Jessica's approval
• Organize monthly sales reports, maintain sales logs, and prepare internal sales summaries
• Monitor account activity and identify customers that have stopped ordering
• Maintain contract, renewal, agreement, purchase order, and expiration trackers
• Flag delayed purchase orders and outstanding operational items
• Organize company files, templates, reports, spreadsheets, presentations, and brand assets
• Research restaurants, hotels, wine shops, hospitality groups, clubs, and approved markets for business opportunities
• Build and maintain prospect databases for internal review
• Create, format, and update presentation decks using information provided by Jessica
• Organize press materials, event photos, bottle images, and marketing assets
• Assist with internal event planning through spreadsheets, tracking, and administrative coordination
• Prepare weekly status reports covering completed work, work in progress, pending approvals, upcoming deadlines, overdue items, payments requiring action, and potential project risks
• Attend weekly priority review meetings with Jessica

Skills

Task management

Calendar management

Attention to detail

Confidential information handling

Proactive risk identification

Executive support

Travel coordination

CRM/tracking systems

Communication

Research/data organization

Presentation/deck-building

Tools

Google Workspace

Google Sheets

PowerPoint/Slides

CRM software

Canva

Job description

Coconut is seeking an Admin Coordinator to support Kavita and Jessica with a range of executive assistant tasks, calendars, reports, and document management.

This part-time role covers travel planning, expense tracking, invoicing, and preparing weekly status updates, all aligned with EST business hours.

The ideal candidate is highly organized, discreet, and proficient with Google Workspace and presentation tools.