Overview

Client Operations / Admin Coordinator Jobs in Makati, National Capital Region, Philippines at RunRemote

Title: Client Operations / Admin Coordinator

Company: RunRemote

Location: Makati, National Capital Region, Philippines

Client Operations / Admin Coordinator, are you there?

Hey there! We're looking for a Client Operations / Admin Coordinator for an Australian-based RegTech company. If you enjoy solving operational challenges, improving systems, and proactively keeping everything running smoothly behind the scenes, keep reading!

🌎 100% Remote

💵 Salary in AU$2,000 – AU$2,500 per month

📍Philippines – Reporting to the Australian team (9:00 am – 6:00 pm AEST)

🕒 Full Time

About Our Client

Our client is a fast-growing Australian RegTech company that provides an R&D Tax Management Platform, helping innovative businesses streamline the capture of R&D evidence and expenditure. As the business continues to grow, they are looking for a highly organised Client Operations / Admin Coordinator who thrives in startup environments and enjoys bringing structure to fast-moving teams.

About RunRemote

Our mission is to help connect the top-rated remote talent with the world's best job opportunities. Our key markets and clients are located in the US, AUS, UK & Canada just to name a few. All of our roles are full-time and 100% remote, cutting out the daily commute, and providing top-rated talent with the best job opportunities, all from the comfort of their home.

In your day-to-day, you will:

Client Onboarding & Administration

  • Coordinate the end-to-end client onboarding process.
  • Prepare and issue engagement letters.
  • Follow up with clients to ensure signed agreements are returned promptly.
  • Coordinate onboarding activities before internal handover.
  • Create and maintain accurate onboarding records.
  • Ensure all onboarding requirements are completed before work commences.

CRM & Operations Management

  • Maintain HubSpot and monday.com as the company's operational source of truth.
  • Keep customer records, pipelines, and workflow stages accurate and up to date.
  • Maintain accurate CRM data, tagging, contact lists, and operational records.
  • Update client, onboarding, and payment statuses across systems.
  • Ensure operational data remains organised and reliable.
  • Enhance operational workflows to support business growth.

Invoice & Payment Coordination

  • Coordinate invoices through Xero and Stripe.
  • Monitor outstanding invoices and payments.
  • Manage payment plans and deferred payment arrangements.
  • Follow up on overdue payments.
  • Update payment statuses across internal systems.
  • Coordinate with leadership on unique payment matters.

HubSpot Marketing Support

  • Manage HubSpot email campaigns and communications.
  • Generate campaign performance reports.
  • Support webinars and workshops, including attendee communications and follow-ups.
  • Prepare and coordinate newsletters and technology updates.
  • Identify opportunities to better utilise HubSpot.

Executive & Administrative Support

  • Manage recurring administrative tasks.
  • Organise and maintain documents in SharePoint.
  • Format client-facing documents and internal materials.
  • Coordinate internal documentation.
  • Track action items and follow-ups.
  • Provide day-to-day administrative support.

Process Improvement

  • Identify workflow inefficiencies.
  • Recommend workflow enhancements and automation opportunities.
  • Optimise HubSpot workflows.
  • Create and maintain SOPs and process documentation.
  • Support operational scaling initiatives.
  • Drive continuous operational improvements.

Project Coordination

As the role evolves, you'll have the opportunity to support additional business initiatives, including:

  • Website and digital platform projects.
  • Internal process documentation.
  • ISO certification support.
  • Business process optimisation initiatives.
  • Special projects assigned by leadership.

Skills you have:

  • 3+ years of experience as an Executive Assistant, Operations Coordinator, Operations Assistant, or Administrative Coordinator.
  • Proven experience supporting founders, executives, or leadership teams in an Executive Assistant, Operations Coordinator, or similar capacity.
  • Experience working with international clients and distributed teams is highly preferred.
  • Demonstrated ability to manage multiple priorities, deadlines, and competing tasks while maintaining a high level of accuracy and organisation.
  • Strong proficiency using the following business systems:
    • HubSpot CRM
    • monday.com
    • Xero
    • Stripe
    • Microsoft Office
    • Google Workspace
    • SharePoint
    • Detail-oriented, commercially aware, systems-minded, and proactive.
    • Comfortable working independently while collaborating closely with founders and leadership.
    • Confident communicator who isn't afraid to ask questions, provide suggestions, or respectfully challenge ideas when appropriate.
    • Adaptable, with the ability to thrive in a startup environment and a willingness to wear multiple hats while growing alongside the business.

    Skills that will make you stand out:

    • Strong experience using HubSpot Sales Hub and Service Hub, including workflows, email communications, reporting, and CRM administration.
    • Experience using monday.com, Xero, Stripe, and SharePoint in a professional services environment.
    • Experience with client onboarding, document formatting, and professional services workflows.
    • Experience creating and maintaining Standard Operating Procedures (SOPs) and scalable business processes.
    • Experience supporting Australian businesses or professional services firms.

You'll be entitled to:

  • Great opportunities for career growth.
  • Opportunity to work in an amazing environment.

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