Administration & Operations Coordinator

Position: Administration & Operations Coordinator

Work Setup: Fully Remote – Philippines

Employment Type: Full-Time

Salary: ₱35,000/month

Working Hours: To be aligned with Singapore business hours - 10am to 6pm | Monday to Friday

Reports To: CEO / Executive

Position Overview

We are looking for a highly organized and detail-oriented Administration & Operations Coordinator to provide administrative, HR, logistics, and operational coordination support to the management team.

The role will be responsible for maintaining accurate documentation, coordinating with internal teams and external partners, tracking operational requirements, and ensuring that day-to-day administrative processes are properly organized and followed. This is a fully remote position based in the Philippines , working closely with management and onsite teams in Singapore. The ideal candidate is proactive, organized, comfortable working independently, and able to manage multiple administrative and operational tasks while maintaining accuracy and confidentiality.

Key Responsibilities

1. Administration & Operations

• Provide day-to-day administrative and operational support to management.
• Maintain organized administrative systems, records, reports, and documentation.
• Coordinate schedules, meetings, appointments, and operational requirements.
• Prepare reports, trackers, presentations, and other documents as required.
• Coordinate and follow up with internal departments, suppliers, vendors, and external partners.
• Monitor pending administrative and operational tasks and ensure timely follow-up.
• Assist management with various projects and operational requirements.
• Maintain proper filing and organization of company documents.

2. Human Resources Support

• Provide administrative support for recruitment and hiring activities.
• Coordinate interviews, candidate schedules, and onboarding requirements.
• Assist with preparation and maintenance of employee documentation.
• Maintain employee records, leave records, and HR trackers.
• Coordinate onboarding and offboarding requirements with relevant teams.
• Assist with employee engagement activities and internal communications.
• Support the implementation of company policies and HR procedures.
• Maintain confidentiality of employee and company information.

3. Logistics & Inventory Coordination

• Coordinate with warehouse staff, suppliers, and logistics partners regarding deliveries and inventory requirements.
• Maintain and update documentation for incoming and outgoing deliveries.
• Track inventory movement between the warehouse and showroom based on information provided by onsite staff.
• Assist with shipment tracking, delivery scheduling, and inventory records.
• Coordinate with onsite teams regarding stock availability and movement.
• Maintain accurate logistics and inventory trackers.
• Follow up on pending deliveries, shipments, and other logistics requirements.
• Assist in ensuring that logistics documentation is complete and properly maintained.

4. Showroom & Retail Operations Support

• Provide administrative and coordination support for daily showroom and retail activities.
• Maintain documentation and tracking of orders, transactions, and customer requirements.
• Maintain records of product movement between the warehouse and showroom.
• Coordinate with the showroom team regarding stock, orders, deliveries, and operational requirements.
• Assist in maintaining sales and order tracking systems.
• Prepare reports and summaries related to showroom and retail activities.
• Follow up with relevant teams regarding pending orders, stock requirements, and customer-related matters.

5. Documentation & Compliance

• Maintain organized records of operational, administrative, HR, logistics, and retail documentation.
• Assist in implementing and maintaining company SOPs and internal workflows.
• Ensure required documents and trackers are updated accurately and on time.
• Assist in monitoring compliance with established company procedures.
• Identify documentation gaps or process issues and escalate them to management.
• Support management in maintaining consistent and efficient operational processes.

6. Management Support

• Provide general administrative and coordination support to the CEO and management team.
• Prepare meeting materials, reports, trackers, and follow-up lists.
• Coordinate action items following meetings and ensure relevant parties are updated.
• Assist with special projects and other tasks assigned by management.
• Serve as a coordination point between management and various internal/external stakeholders.

Qualifications

• Bachelor's degree in Business Administration, Management, Operations, Human Resources, Logistics, or a related field.
• 2–4 years of experience in administration, operations, HR coordination, logistics coordination, or a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Office and/or Google Workspace, particularly Excel/Google Sheets.
• Experience maintaining trackers, reports, documentation, and administrative systems.
• Ability to coordinate effectively with multiple teams and external partners.
• Ability to work independently in a remote environment.
• Proactive, resourceful, and willing to take ownership of assigned tasks.
• Able to handle confidential information professionally.

Preferred Qualifications

• Experience working with Singapore-based companies or international clients.
• Experience in logistics, inventory, retail, or showroom operations.
• Familiarity with HR administration and employee documentation.
• Experience using inventory, CRM, ERP, POS, or other business management systems.
• Experience creating or improving SOPs and administrative workflows.