Operations Administrator

KEY RESPONSIBILITIES
● Employee Onboarding and Offboarding: Coordinate end-to-end onboarding for new employees, including welcome emails, background checks, e-signature paperwork, I-9 verification, benefits enrollment, and HR portal setup. Manage offboarding tasks such as account deactivation, equipment return, and transition documentation.
● HR Records and Cross-Team Coordination: Keep HR folders and team member records accurate and up to date. Work with Finance and the IT partner on laptop provisioning, tool access, and HR-related paperwork.
● Employee Engagement Support: Support the quarterly all-hands engagement program by handling logistics, content preparation, and coordination.
● Coach Candidate Screening and Assessment: Screen prospective coach candidates against set criteria, send introductory materials, and schedule interviews. Administer candidate assessments and compile interview packages for leadership review.
● Coach Onboarding and Training Coordination: Set up records and folders for new coaches and track their pre-training tasks. Schedule and support weekly training calls, skills calls, and leadership call series, including agendas, invites, and follow-ups. Coordinate shadowing assignments between new and tenured coaches and track attendance and progress.
● Program Tracking and Feedback: Maintain weekly and monthly program trackers and coach skills profiles. Run post-training feedback surveys and share results with leadership. Support coach offboarding, including account deactivation and resource transition.
● Knowledge Management and Training Materials: Organize and maintain training content and resources across the learning platform and shared drives. Edit audio and video recordings and build worksheets, slide decks, and other training materials.
● Coach and Client Support: Respond to coach questions by text, call, and email with fast, friendly, white-glove support. Help monitor shared support inboxes and handle requests as they come in.
● Systems and Platform Administration: Manage the gifting platform for client welcome packages, swag, and staff rewards. Route incoming diagnostic reports to coaches and keep CRM records up to date.
Requirements
CANDIDATE PROFILE
● Minimum of three (3) years of experience in an administrative, HR coordination, operations, or executive support role.
● Experience supporting U.S.-based teams remotely.
● Highly organized, with the ability to juggle several workstreams whose volume rises and falls.
● Strong written and verbal communication skills in English, with a warm, professional tone.
● Careful handling of details and confidential information, including employee and HR records.
● Proactive, follows through without reminders, and flags issues early.
● Comfortable learning new software quickly and keeping data clean across systems.
● Service mindset with a genuine interest in supporting senior leaders and making their work easier.
● Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel).
● Experience with a CRM, ideally Salesforce.
● Amenable to working the night shift to overlap with U.S. business hours.
PREFERRED QUALIFICATIONS
● Exposure to U.S. HR processes (I-9, benefits enrollment, payroll portals such as Paychex) is highly preferred.
● Experience with an LMS (such as Trainual), assessment tools (such as TTI), or e-signature tools (such as DocuSign) is an advantage.
● Basic audio/video editing and presentation design skills are an advantage.
● Experience coordinating training programs, cohorts, or events is an advantage.
Benefits
Free lunch meal, fruits, snacks, and drinks
Onsite gym with a free professional instructor
Weekly fitness activity and an annual fitness challenge where you can win up to 70,000 PHP
Weekly engagement activities with prizes that are up to 3,000 PHP
Free upskilling academy to improve your performance and skillset
State-of-the-art facilities from toilets to your workstation
Amenities such as sleeping quarters, game area, chat room, shower room

Work arrangement
No