NightOwl Consulting

Administrative Coordinator

NightOwl Consulting

full-time

Posted on:

Location Type: Remote

Location: United States

Visit company website

Explore more

✨ AI Apply
Apply

Salary

💰 ₱20,000 - ₱45,000 per month

About the role

  • Monitor and respond to emails promptly, prioritizing messages and flagging important correspondence for attention.
  • Organize and maintain email folders, ensuring that messages are appropriately archived for easy access.
  • Schedule and coordinate appointments, meetings, and events for team members, utilizing calendar software to manage schedules efficiently.
  • Send reminders and confirmations for appointments to ensure attendance and minimize conflicts.
  • Retrieve and respond to voicemail messages in a timely manner, forwarding urgent messages to the appropriate recipients.
  • Maintain an organized system for tracking and following up on voicemail communications.
  • Assist in scheduling appointments and consultations with clients, prospects, and partners, coordinating availability between parties.
  • Communicate appointment details and confirmations to all relevant stakeholders.
  • Compile and distribute daily and monthly reports summarizing key metrics, activities, and achievements.
  • Ensure reports are accurate, well-presented, and delivered on schedule to relevant stakeholders.
  • Maintain lead tracking spreadsheets, entering new leads, updating status changes, and recording relevant information.
  • Regularly review and analyze lead data to identify trends and opportunities for optimization.
  • Coordinate the procurement of office supplies and other essential items on a weekly basis, ensuring adequate stock levels and timely delivery.
  • Assist team members in preparing and submitting expense reports, reviewing receipts and documentation for accuracy and compliance with company policies.
  • Collect and process weekly timecards from team members, accurately recording hours worked and any relevant time-off requests.
  • Generate and update lists of realtors for Loan Officers (LOs), providing them with accurate and relevant contact information.
  • Develop and maintain a monthly calendar to track and manage employee Paid Time Off (PTO) requests and availability.
  • Oversee the Customer Relationship Management (CRM) system, ensuring data accuracy, organization, and regular updates.

Requirements

  • Proven experience in an administrative or coordinator role, preferably in a fast-paced environment.
  • Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
  • Strong communication skills, both written and verbal.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management software.
  • Attention to detail and accuracy in data entry and record-keeping.
  • Ability to work independently with minimal supervision and collaborate effectively within a team environment.
Benefits
  • Above market salary
  • HMO on Day 1 for principal and two dependents
  • Government-mandated benefits
  • Performance-based Incentives
  • Quarterly Company Events
  • In-depth training for career growth
  • Great Company Culture and HR experience
  • 1,000 PHP De Minimis
  • Equipment and software provided
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
data entryreport generationlead trackingcalendar managementexpense report preparationvoicemail managementappointment schedulingemail organizationCRM management
Soft Skills
organizational skillstime managementcommunication skillsattention to detailindependencecollaboration