Operations & Administrative Coordinator

About This Opportunity

We are representing a confidential ecommerce agency seeking an Operations & Administrative Coordinator to join their remote team in the Philippines. This organization supports growing brands through digital commerce strategies, development, and operational excellence.

This is not a traditional executive assistant role. Our client needs someone who thrives on creating structure, working with data, and ensuring nothing falls through the cracks. You'll be the backbone of internal operations, providing leadership with clear visibility into business performance while keeping sales, marketing, and operational initiatives moving forward.

Responsibilities

Agency Reporting & Operations

• Prepare and maintain weekly employee utilization reporting (total hours, billable vs. non-billable, utilization by employee)
• Produce weekly project reporting including new projects, active initiatives, completion status, budgets, hours used, and remaining work
• Maintain project-level profitability and P&L reporting
• Prepare quarterly profitability reports for retainer clients
• Support monthly P&L preparation and organization
• Flag missing information, unusual trends, budget concerns, or issues requiring leadership attention
• Maintain recurring operational reporting calendars and processes

Sales & Business Development Support

• Maintain and organize prospect and lead lists
• Track outreach, responses, next steps, and follow-up dates
• Help prepare outbound sales emails using AI, templates, and prospect research
• Create and organize email drafts for leadership review
• Proactively remind leadership when follow-ups or outreach are due
• Maintain CRM hygiene with accurate stages, notes, and next steps
• Assist with prospect research and account-based marketing initiatives
• Support proposal and sales-process administration

Marketing & Initiative Coordination

• Coordinate agency marketing initiatives and campaigns
• Build timelines and task plans for marketing programs, events, partnerships, and campaigns
• Coordinate logistics for events, dinners, and business development activities
• Manage guest lists, vendors, budgets, assets, deadlines, and follow-up activities
• Keep newsletters, case studies, campaigns, and marketing initiatives progressing on schedule
• Document and track deadlines and commitments

Administrative & Organizational Support

• Provide light inbox and administrative support as needed
• Organize shared documents and ensure proper file storage
• Maintain clean internal systems across project management, time tracking, and CRM platforms
• Assist with research, documentation, and operational projects
• Identify opportunities to simplify, standardize, or automate recurring tasks

What We're Looking For

Required Qualifications

• 2–5 years of experience in operations, agency coordination, business operations, project coordination, executive support, or similar role
• Exceptional organization and attention to detail
• Strong spreadsheet skills and comfort working with operational and financial data
• Basic understanding of revenue, budgets, margins, utilization, and P&L reporting concepts
• Excellent written and verbal English (international school background strongly preferred)
• Comfortable using AI tools to research, organize information, and develop first drafts
• Ability to learn and work across multiple software platforms
• Can take loosely defined tasks and create organized plans
• Strong follow-through with willingness to proactively chase missing information or overdue actions
• Confidence communicating with senior team members and reminding leadership about deadlines
• Ability to manage recurring responsibilities while supporting one-off projects

Preferred Qualifications

• Experience in an agency, ecommerce business, consulting company, or professional services environment
• Familiarity with ecommerce platforms
• Experience with project management tools, time tracking software, email management platforms, CRM systems, and AI tools
• Previous experience producing utilization, profitability, project-budget, or internal business reporting

What Success Looks Like

• Leadership has quick, accurate visibility into agency performance without manual data gathering
• Weekly, monthly, and quarterly reporting delivered consistently and accurately
• Project budget and profitability concerns surfaced early
• Sales opportunities and follow-ups tracked and executed without anything falling through the cracks
• Marketing initiatives progress on clear timelines
• Internal documents, systems, and processes remain organized
• Leadership spends less time on administrative details and more on strategy and growth

How We Work With You

Get A Job.ai represents top organizations seeking exceptional talent. When you apply through our platform, a member of our recruiting team will review your background and conduct an initial screening. If there's a strong match, we'll submit your profile to our client for consideration. Please do not attempt to contact the client directly—all communication should flow through Get A Job.ai to ensure a professional and coordinated process.

This role offers growth potential within a broader agency operations function, with future opportunities to take on strategic initiatives in business operations, reporting, process improvement, and sales operations as the team expands.

Pay

Compensation details will be discussed during the screening process based on experience and qualifications.

Equal Opportunity

Get A Job.ai is committed to inclusive hiring practices and equal employment opportunity. We welcome applications from candidates of all backgrounds and experiences.