Overview
Operations & Admin Coordinator Jobs in Philippines at Outsource Recruiter
Title: Operations & Admin Coordinator
Company: Outsource Recruiter
Location: Philippines
Job title: Operations & Admin Coordinator
Type of employment: Part time, potential full time opportunity
Shift Schedule: 12PM-4PM Eastern time
You'll serve as an operations hub across multiple service brands, managing inbox workflows, dispatching and tracking jobs, sending and logging invoices, completing online research/submissions (including court websites), and handling client inquiries by phone.
About the Company:
The client and its related brands provide nationwide, service-based solutions such as connecting clients with verified mobile notaries, and offering professional services like skip tracing, document retrieval, apostille and related partner services.
Company core values:
- Speed & responsiveness
- Accuracy & attention to detail
- Professionalism & compliance
- Transparency
- Ownership & accountability
Objective of this role:
- Keep all inbound email requests organized, responded to, and routed correctly.
- Ensure invoicing is accurate, tracked, and consistently sent on time
- Support smooth dispatching by assigning and tracking jobs end-to-end
- Complete research and online submissions accurately (including court website navigation)
- Provide clear, confident client communication via email and phone
- Take ownership of workflow on an end-to-end basis
Responsibilities:
- Email workflow management
- Monitor shared inboxes, categorize/label messages, and ensure timely responses
- Route and respond to requests to the right internal workflow and maintain clean email organization
- Client communication
- Handle inquiries and follow-ups via email and live chat through the website with a professional tone and strong clarity
- Take client calls (no cold calling—supporting inquiries and next steps)
- Call clients on as needed basis
- Invoicing
- Prepare, send, and track invoices via PayPal and Square occasionally, with strong attention to detail
- Maintain invoicing logs and ensure records are complete and accurate on an internal spreadsheet
- Research & online submissions
- Conduct online research to support requests and resolve client issues
- Navigate court websites and submit online requests/forms accurately
- Dispatching & coordination
- Coordinate dispatching and ensure tasks/jobs are assigned correctly
- Track job status and follow up to keep work moving to completion
- Locate vendors via email (training will be provided)
- Documentation & tracking
- Update trackers, SOPs, and logs in Google Sheets/Docs
- Flag issues early and propose solutions (independent problem-solving expected)
Required skills and qualifications:
- Experience in an operations/admin coordinator or VA role supporting multiple workflows
- Experience with invoicing, dispatching, or service-based operations
- Strong operational thinking: can prioritize, manage workflows, and keep tasks moving
- Excellent written English for professional email handling and clear client updates
- High attention to detail for invoicing accuracy and dispatch tracking
- Strong research and problem-solving skills with ability to work independently
- Clear, confident phone communication for client inquiries
- Tool proficiency:
- Gmail / Google Workspace (inbox management, forwarding, labels, send-as)
- Google Docs & Sheets (tracking, invoicing logs, SOPs, research notes)
- Strong web navigation skills, including court websites and online submission portals
Preferred skills and qualifications
- Familiarity with lightweight CRM tools or ticketing-style workflows (nice to have)
- Ability to ramp quickly with training and execute with minimal supervision
