Grant Operations Administrator

Grant Operations Administrator

Employment Type: Full time
Work Setup: Remote
Location: Cebu / Manila and other approved locations

Role Overview

We are looking for a Grant Operations Administrator to provide essential administrative support and ensure grant applications move smoothly from intake through final submission.

In this role, you will manage grant calendars, extract application requirements from funder portals, compile supporting materials, enter approved content into online applications, and conduct detailed final reviews to ensure submissions are accurate, complete, and professionally presented.

This role is well suited for candidates with backgrounds in administrative operations, data entry, proposal coordination, RFPs, bid/tender administration, loan processing, admissions/intake coordination, or junior operations. Prior grant-writing experience is not required.

Key Responsibilities

• Create, update, and maintain structured grant calendars for assigned nonprofit clients.

• Track upcoming deadlines, submission milestones, and internal target dates.

• Monitor internal deadlines and buffers to ensure applications remain on schedule.

• Navigate funder portals and application platforms to extract:

  • Application questions
  • Word and character limits
  • Formatting requirements
  • Required attachments

• Format application questions into standardized templates for Grant Writers.

• Set up client login credentials and basic profile information on external portal platforms.

• Accurately enter or copy approved narrative content into funder portals.

• Gather, format, and attach required nonprofit supporting documents, such as financial statements, tax forms, and board lists.

• Review application forms to ensure all fields are completed correctly.

• Identify and remove placeholder text, incomplete answers, and formatting issues.

• Conduct final proofreading and formatting checks before submission.

• Verify that narrative responses correspond correctly to the appropriate portal fields and comply with word/character limits.

• Immediately flag missing information or technical discrepancies that could delay submission.

• Complete final electronic submissions once all required approvals have been obtained.

• Record completed submissions and capture confirmation receipts.

• Update task statuses in the designated system to trigger customer notifications.

Must-Have Qualifications

• 0–2 years of experience in administrative, operations, data entry, or a closely related role.
• Exceptional attention to detail and accuracy, particularly when performing data entry, copy-pasting, proofreading, and reviewing application materials.
• Strong ability to identify formatting errors, broken links, incomplete fields, missing information, and inconsistencies.
• Ability to manage multiple deadlines and priorities while maintaining accurate calendars and proactively preventing delays.
• Comfortable learning and navigating new software platforms, web portals, online forms, and cloud-based databases.
• Strong basic written English skills, with the ability to ensure documents and applications are clean, professional, and well-structured.
• A highly organized and zero-error mindset, particularly when handling detailed application packages and deadline-sensitive work.

Nice-to-Have Qualifications

• Experience as a Proposal Coordinator, RFP Coordinator, Bid/Tender Administrator, Loan Processing Assistant, Admissions/Intake Coordinator, or Junior Operations Coordinator.
• Previous experience working with third-party web portals or application platforms.
• Experience handling compliance documents, supporting documentation, or detailed application packages.
• Familiarity with tools such as Notion, Google Workspace, CRMs, or similar cloud-based systems.
• Experience working in a role that requires managing strict deadlines and multiple concurrent tasks.
• Recent graduates with strong organizational and administrative skills are welcome.

Important Note

Grant-writing experience is not required. Candidates from adjacent administrative, operations, data entry, proposal, RFP, bid/tender, loan processing, admissions, or intake backgrounds are encouraged to apply.

Key Performance Indicators

• On-Time Submissions: 100% of assigned applications submitted on or before internal and external deadlines.
• Accuracy Rate: Zero submission errors caused by missing documents, incorrect portal fields, or formatting mistakes.
• Calendar Accuracy: Grant calendars maintained accurately and up to date across all assigned client profiles.