Administrative Assistant

• Liaise with internal departments including Sales, Warehouse, Logistics, Design, and Production regarding assigned tasks
• Follow up with suppliers, factories, and service providers on outstanding items
• Escalate issues requiring senior team attention promptly
• Communicate professionally and accurately with internal and external stakeholders
• Support smooth information flow across departments
• Maintain production schedules and status trackers
• Assist preparation of weekly, monthly, and ad hoc reports
• Update internal systems with production information and style data
• Perform regular data checking and validation exercises
• Ensure all information is maintained accurately and consistently
• Assist with meeting preparation, note taking, and action tracking
• Support implementation of new workflows and process improvements
• Assist neighbouring teams with administrative tasks where required
• Participate in team meetings and provide updates on responsibility areas
• Continuously identify opportunities to improve administrative efficiency

Production Admin Assistant

• Answer incoming calls professionally and ensure a positive first point of contact
• Make outbound calls for scheduling, confirmations, follow-ups, and coordination
• Take accurate messages and ensure timely communication of key information
• Handle enquiries with clarity, patience, and a solutions-focused approach
• Maintain professional and friendly communication across all interactions
• Accurately prepare and issue client quotes and invoices in a timely manner
• Monitor outstanding accounts and tactfully follow up on overdue invoices via phone and email to ensure steady cash flow
• Process internal team requests and external client orders from start to finish, ensuring accuracy and clear communication throughout the lifecycle of the order
• Maintain up-to-date and accurate customer records, financial entries, and order histories in our systems
• Perform general administrative duties including data entry and document management
• Maintain accurate records, databases, and internal systems
• Organise files and ensure information is properly stored and easy to access
• Support operational workflows and assist with day-to-day coordination tasks
• Help streamline administrative processes where improvements are identified
• Provide reliable support to internal teams to ensure smooth daily operations
• Assist with basic coordination tasks across departments
• Ensure tasks are followed through accurately and completed on time
• Act as a dependable point of support for general business needs

Administrative Assistant, Accounts Receivable, Sales Support

• Docket court hearings across the firm's practice areas and maintain accurate deadline tracking for all assigned matters.
• Manage attorney calendars, appointments, court dates, depositions, and case deadlines.
• Set structured reminder cascades for all deadlines (e.g., 30-day, 14-day, 7-day, 2-day, day-of).
• Flag scheduling conflicts and competing priorities to attorneys and onshore staff with sufficient lead time.
• Coordinate internal meetings, client meetings, and depositions across multiple calendars and time zones.
• Arrange travel logistics for attorneys (flights, accommodations, ground transport) and prepare itineraries.
• Confirm logistics with court reporters, opposing counsel, and venue contacts as needed.
• Track billable time entries, invoices, and expense reports across attorneys.
• Flag missing time entries or expense documentation before billing close.
• Process expense reimbursements and reconcile against firm records.
• Prepare, edit, proofread, and format legal documents and correspondence to filing-ready quality.
• E-file legal documents with US courts and agencies through the firm's e-filing systems.
• Prepare physical filing packages for the onshore team where physical filing is required.
• Maintain version control and audit trails on documents under revision.
• Assist with case management and document management systems to keep matter files complete and retrievable.
• Maintain and organize client files and confidential records in line with the firm's data and privacy protocols.
• Support intake of new matters including opening files, conflict checks, and initial documentation.
• Perform general administrative duties including copying, scanning, mailing preparation, and data entry.
• Ensure compliance with legal procedures, court rules, and firm protocols.
• Perform other legal administrative tasks as assigned by the onshore team.

Legal Admin Assistant

• Coordinate, schedule, and confirm appointments for mortgage brokers
• Organize, save, and maintain client documents and files
• Conduct lender calls and provide clear, timely updates on applications
• Manage lender home loan repricing requests
• Prepare and send property reports to clients
• Reconcile commission reports and support basic finance-related admin tasks

Administrative Assistant – AU Mortgage

• Assist with day-to-day administrative and operational support for the business
• Help manage and organise incoming emails and workflow requests
• Support project coordination by updating job information, scopes, variations, and documentation
• Ensure project details align with approved contracts and client requirements
• Assist with maintaining accurate records within SimPro and WonderBuild systems
• Support onsite teams through accurate administrative coordination and communication
• Lead and assist with the migration of quotes, project data, and job records from SimPro to WonderBuild
• Organise and transfer historical project information, including older quotes and incomplete records
• Maintain accurate data entry and documentation standards across all systems
• Identify administrative inefficiencies and support workflow improvements where possible

• Perform daily/weekly checks to confirm automations and data imports are running correctly; log and flag any issues
• Apply routine website content updates (copy-paste level; custom PHP/HTML backend — no coding required)
• Check and maintain marketing material stock levels across warehouse and office locations via phone/email
• Serve as a communication liaison — checking in with internal team members on behalf of the owner and relaying anything that needs his attention
• Handle general admin tasks as assigned (Google Workspace — Docs, Sheets, Gmail)
• Manage the general company inbox (info@) — sorting, forwarding to relevant departments, and sending holding/clarification replies where needed (As trust develops)
• Act as a first filter for inbound inquiries, distinguishing buy-side vs sell-side contacts and routing accordingly (As trust develops)
• Support calendar management for the owner (As trust develops)

Executive and Admin Assistant

• Accurately prepare, encode, and submit internal and external forms (government filings, regulatory documents, corporate forms, legal templates)
• Organize and maintain both physical and digital filing systems across Finance, Corporate Finance, and Legal departments
• Track deadlines for document submissions and ensure timely compliance
• Assist in the preparation and binding of board packages, contracts, and legal documents
• Run errands including courier pick-ups and drop-offs, bank visits, government agency filings (SEC, BIR, LGU, etc.), and notarization
• Coordinate messenger and logistics schedules to ensure timely delivery of documents and parcels
• Mobilize resources and personnel as needed to support urgent departmental requirements
• Accompany or represent department representatives in routine external transactions
• Manage calendars, schedule meetings, and coordinate appointments across teams
• Prepare meeting minutes, correspondence, and internal memos
• Assist in tracking invoices, reimbursements, and petty cash disbursements
• Liaise with external parties such as banks, law firms, government agencies, and service providers
• Monitor and replenish office supplies and administrative materials
• Support onboarding coordination for new team members when required

Administrative Assistant, Finance, Corporate Finance, Legal

• **About the Role****We’re hiring a Credentialing Administrative Assistant to support a fast-paced medical practice where credentialing accuracy directly impacts provider readiness and patient experience. You’ll own critical, detail-heavy workflows across credentialing and administrative coordination, working independently while staying highly responsive during Pacific Time hours. This role is ideal for someone who communicates clearly in English, handles sensitive information with professionalism, and enjoys building consistency into complex processes.
• **Responsibilities**
• - Own provider credentialing and re-credentialing workflows end-to-end, ensuring submissions are complete, accurate, and on time
• - Maintain current provider records across licensing boards, payers, and regulatory entities with meticulous version control
• - Prepare, review, and submit credentialing applications and supporting documentation with near-zero error tolerance
• - Proactively follow up with insurance companies, hospitals, and clinics to keep credentialing timelines moving
• - Communicate professionally with doctors, staff, and patients to gather and verify sensitive information
• - Track credentialing status in online systems and internal trackers, flagging risks early and documenting actions clearly
• - Perform high-accuracy administrative support: data entry, scheduling, document organization, and file management
• - Protect confidentiality at all times and handle patient/provider information with discretion and care

Credentialing Administrative Assistant

• Day-to-day bookkeeping tasks, including bank reconciliations, invoicing (an accounting qualification is not required).
• Maintaining our database of credentials, our website, and basic marketing materials.
• Diary and calendar management for the Managing Director.
• Liaising with our suppliers and searching for new suppliers where needed.
• Preparing non-technical inputs for proposal documents for new projects.
• Preparing non-technical inputs to contracts with clients and sub-contractors.
• Other administrative tasks and team coordination, including arranging company events.

• Send out quote requests and follow up with vendors as needed.
• Assist in compiling and organizing project-related information and documentation.
• Implement and execute new plans under team supervision.
• Act as a client-facing point of contact via phone and email to address servicing issues and provide solutions.
• Maintain accurate records of communications, quotes, and updates.
• Support the team with administrative tasks to ensure smooth project execution.

• Oversee daily administrative operations to ensure the smooth running of the office
• Manage office supplies, inventory, and vendor relationships while maintaining cost efficiency
• Act as the first point of contact for visitors, calls, and general inquiries
• Ensure the office environment is well-maintained, organized, and fully functional
• Liaise with landlords, contractors, and service providers for maintenance and facility needs
• Support office setup, expansion, or relocation projects where applicable
• Manage office budgets, track expenses, and optimize operational costs
• Oversee health & safety compliance and workplace standards
• Coordinate travel arrangements, accommodations, and logistics for employees and visitors
• Manage company accommodation (e.g., staff housing/villas), including upkeep, vendor coordination, inventory, and readiness for employee stays
• Handle general administrative and ad hoc tasks to support the team
• Assist with onboarding logistics (e.g., preparing workspace, coordinating first-day setup)
• Help collect and organize employee documentation
• Maintain basic employee records and filing
• Support interview scheduling and candidate coordination when needed
• Redirect employee HR-related queries to the appropriate HR contact

Office Manager – HR Administrator

• Support the Client Support Team with day-to-day administrative tasks that keep operations running efficiently.
• Update and maintain internal documents, operational files, and candidate records with a high level of accuracy.
• Review, parse, and transfer candidate information between Applicant Tracking Systems while ensuring proper organization and completeness.
• Identify and flag inconsistencies, missing details, or errors within candidate submissions and records.
• Work across recruiting and support teams to ensure client-related tasks are completed on time and properly documented.
• Assist with general administrative work that supports recruiting and client support workflows.

Client Support Administrative Assistant

• Assist in payroll preparation, ensuring accurate and timely processing of employee salaries.
• Maintain employee records and manage payroll data entry.
• Ensure compliance with payroll laws and internal policies, assisting with payroll audits and updates.
• Provide general HR administrative support, including maintaining employee records and assisting with benefits administration.
• Support the onboarding process for new hires, ensuring necessary documentation is completed.
• Respond to employee inquiries regarding HR policies, benefits, and payroll.
• Act as the primary point of contact for Spanish-speaking employees, providing HR-related assistance.
• Foster clear communication between English and Spanish-speaking employees and leadership.
• Support HR tasks with knowledge of medical and insurance terminology, policies, and procedures.
• Assist with general administrative tasks, such as data entry, organizing files, and preparing HR reports.

Bilingual HR/Admin Assistant, Spanish, English

• Answer incoming calls professionally and ensure a positive first point of contact
• Make outbound calls for scheduling, confirmations, follow-ups, and coordination
• Take accurate messages and ensure timely communication of key information
• Handle enquiries with clarity, patience, and a solutions-focused approach
• Maintain professional and friendly communication across all interactions
• Manage and maintain calendars for school visits
• Coordinate schedules across multiple stakeholders to avoid conflicts
• Send confirmations, reminders, and updates to ensure smooth attendance and follow-through
• Reschedule or adjust appointments as needed with minimal disruption
• Ensure all scheduling systems are consistently accurate and up to date
• Perform general administrative duties including data entry and document management
• Maintain accurate records, databases, and internal systems
• Organise files and ensure information is properly stored and easy to access
• Support operational workflows and assist with day-to-day coordination tasks
• Help streamline administrative processes where improvements are identified
• Provide reliable support to internal teams to ensure smooth daily operations
• Assist with basic coordination tasks across departments
• Ensure tasks are followed through accurately and completed on time
• Act as a dependable point of support for general business needs

All-Round Administrative Assistant

• Manage end-to-end payroll processing, ensuring accuracy and timely completion
• Prepare and issue invoices, ensuring all charges are correct and properly documented
• Follow up on outstanding debts and maintain up-to-date debtor records
• Review consignments and ensure accurate customer charging based on services provided
• Provide general accounting and administrative support to keep financial processes running smoothly
• Maintain a high level of accuracy across all financial tasks, recognising the direct impact of errors
• Work confidently across accounting systems (e.g., Xero, MYOB or similar), ensuring data is accurate and well-maintained
• Communicate clearly with internal teams and stakeholders to resolve discrepancies or queries
• Identify and resolve issues proactively without relying on constant supervision
• Support continuous improvement of processes by identifying more efficient ways of working
• Ad hoc support required for various projects or investments

Finance/Admin Assistant

• Perform insurance verification with a high level of accuracy (critical function)
• Accurately input and manage patient data in EMR systems
• Create and maintain patient encounters
• Additional Tasks:
• Send patient confirmations via automated texting system (Weave)

Medical Administrative Assistant, EMR, Insurance Verification

• Manage the CEO’s calendar — scheduling meetings, sending invites, and protecting focus time
• Monitor and triage the CEO’s inbox, flagging priority messages and drafting routine responses
• Prepare agendas and take notes during internal team meetings and external calls
• Track open action items, follow up on outstanding tasks, and keep the CEO informed on progress
• Handle scheduling coordination with vendors, contractors, and collaborators on behalf of the CEO
• Complete research tasks as assigned — vendors, tools, pricing, competitor info, etc.
• Assist with organizing and preparing materials for launches, content, and special projects
• Schedule and coordinate recurring team meetings, 1:1 check-ins, and group calls
• Send meeting reminders, prep notes, and follow-up summaries to the team
• Maintain team calendars and coordinate scheduling across coaches and staff
• Help onboard new team members by setting up accounts, sharing access, and sending welcome materials
• Keep shared folders, files, and documentation organized and up to date
• Track team-related deadlines and ensure items are completed on time
• Maintain accurate client records in Practice Better and GoHighLevel (GHL), including intake info, program status, and contact details
• Update client tracking documents and dashboards (e.g., client stoplights, delivery pulse) as directed
• Send routine client communications, reminders, and check-in messages using pre-approved templates in GHL
• Assist with scheduling client calls and coordinating calendar availability between coaches and clients
• Track client program milestones and flag upcoming transitions, completions, or missing check-ins to the appropriate coach
• Support the collection of testimonials, Google reviews, and end-of-program feedback as directed
• Assist with client offboarding communications and membership transition follow-ups
• Maintain and update standard operating procedures (SOPs) as processes evolve
• Keep Asana up to date — adding tasks, updating statuses, and ensuring project boards reflect current work
• Perform data entry and record-keeping across platforms (GHL, Practice Better, Google Sheets)
• Manage digital filing systems in Google Drive — naming conventions, folder structure, and version control
• Assist with formatting, proofreading, and preparing internal documents and reports
• Support routine GHL administrative tasks such as updating contact records, pipelines, and tags
• Flag any system issues, broken workflows, or process gaps to the CEO

See all jobs on JobTailor

Production Admin Assistant

Administrative Assistant, Accounts Receivable, Sales Support

Legal Admin Assistant

Administrative Assistant – AU Mortgage

Administrative Assistant

Executive and Admin Assistant

Administrative Assistant, Finance, Corporate Finance, Legal

Credentialing Administrative Assistant

Administrative Assistant

Administrative Assistant

Office Manager – HR Administrator

Client Support Administrative Assistant

Bilingual HR/Admin Assistant, Spanish, English

All-Round Administrative Assistant

Finance/Admin Assistant

Medical Administrative Assistant, EMR, Insurance Verification

Administrative Assistant