Business Support & Operations Specialist

About this role

Category: Others

Location:

Job Title: Business Support & Operations Specialist
Work Arrangement: Work from Home
Employment: Full-time
Workdays: Monday to Friday
Schedule: 7:00 AM- 4:00 PM PHT
Holiday Calendar: AU – NSW
Salary Package: PHP 55,000 – PHP 65,000 per month (5+ years’ relevant experience)

About the Role
We are seeking an experienced, proactive, highly organized, and tech-savvy Business Support & Operations Specialist to provide central operational support within a growing HR consultancy.
This is a varied role combining business administration, project and systems coordination, knowledge management, client support, marketing and business development execution, and a smaller component of executive assistance.
The successful candidate will take ownership of recurring processes, keep projects and actions moving, maintain organized and accessible business information, and proactively identify practical solutions rather than waiting to be directed at every step.

This role is ideal for someone who enjoys creating structure, improving how things are done, using technology effectively, and helping a busy professional team stay organized and focused on high-value client work. This reflects the operational-support focus of the official Position Description.

Key Responsibilities
Business Support & Operations
- Proactively investigate routine issues, identify practical solutions, and follow agreed processes through to completion.
- Support monthly team huddles and other recurring business activities by gathering required information and preparing meeting packs, presentations, and supporting materials.
- Apply sound project coordination skills to plan, track, and follow through on recurring initiatives.
- Maintain visibility of priorities, actions, deadlines, and deliverables and help keep the team on track.
- Coordinate day-to-day business administration and operational activities.
- Identify opportunities to improve administrative processes, workflows, and overall business efficiency.
- Provide flexible business support as priorities evolve within a growing organisation.

Client & Communication Support
- Act as the first point of triage for a confidential support hotline, receiving sensitive enquiries and directing them promptly to the appropriate internal consultant.
- Monitor and manage the general company inbox.
- Ensure enquiries are responded to, actioned, or escalated to the appropriate team member promptly.
- Provide professional and service-oriented support when interacting with clients and stakeholders.
- Prepare, format, organise, and distribute client documentation and resources as required.
- Exercise strong emotional intelligence, discretion, and sound judgement when handling sensitive or confidential matters.
This is not a bulk or outbound calling role. The focus is on professional incoming enquiry management, triage, and appropriate escalation.

Systems, CRM & Data Management
- Play an active administrative role in the implementation of a future CRM system.
- Take ownership of ongoing CRM administration, upkeep, and data quality once established.
- Maintain accurate business databases and records.
- Complete data cleansing and support accurate and consistent record keeping.
- Help establish practical systems and processes that improve organisation and efficiency.
- Confidently learn and adapt to new platforms and digital tools.
- Support continuous improvement of systems and workflows.
Experience with Zoho, Odoo, or similar CRM platforms will be highly regarded. The official Position Description specifically includes CRM implementation support, ongoing administration, data quality, and database maintenance.

AI & Process Improvement
- Confidently use AI and other digital tools to support business administration and improve efficiency.
- Use AI tools to format, polish, and prepare supplied content while maintaining accuracy and brand consistency.
- Identify practical opportunities to streamline recurring or manual administrative processes.
- Assist with developing efficient workflows, templates, and repeatable processes.
- Explore ways technology and automation can improve productivity while maintaining quality and accuracy.
- Demonstrate curiosity and confidence in learning and applying emerging digital tools.
Document & Knowledge Management
- Own the organisation and ongoing management of the internal Google Drive.
- Ensure folders, documents, and resources are structured, current, and easy for the team to access.
- Maintain the central business resource library.
- Take completed client resources and, where appropriate, remove client-specific branding or information and convert them into reusable internal templates and materials.
- Maintain accurate digital filing systems, templates, shared resources, and business documentation.
- Prepare and format professional internal and client-facing documents.

Marketing & Business Development Support
- Execute marketing activities provided by the marketing team and consultants.
- Schedule and publish prepared social media content, newsletters, blogs, and other communications.
- Reproduce and format newsletters using supplied content, templates, and brand guidelines.
- Create and update professional Canva tiles and simple branded materials.
- Use AI and digital tools to format, polish, and prepare supplied content for distribution.
- Support business development processes using supplied target personas and prospect lists.
- Complete defined LinkedIn connection, follow, and engagement workflows.
- Maintain organised marketing materials, templates, and content resources.
This is primarily an execution and administrative support function. Deep marketing strategy experience is not required.

Executive & General Business Support
- Provide executive assistance to the business owner, including inbox and administrative support as required.
- Assist with diary, meeting, and general administrative coordination.
- Coordinate travel and…