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Hiring: Operations and Admin Coordinator – Iloilo City

Department:
HR & Admin
Position Type:
Full-Time
This Operations and Admin Coordinator role in Iloilo City supports stable night shift delivery for American client support work through US supplier canvassing, structured quote documentation, and daily operational monitoring. The position maintains audit-ready trackers, monitors attendance and work continuity, escalates issues with clear evidence and next actions, coordinates recruitment scheduling as instructed, and ensures office and IT concerns are tracked through closure. Excellent spoken and written English is critical due to frequent supplier phone calls and email coordination.

Core Responsibilities

  • Conduct supplier canvassing by calling and emailing United States vendors for material and service quotations and recording results in the approved tracker

  • Validate quotation completeness including scope inclusions/exclusions, lead times, taxes, delivery terms, and validity period and coordinate follow-ups for missing information

  • Maintain supplier contact lists, quote history, follow-up logs, response-time tracking, and controlled documentation storage

  • Monitor attendance, night shift compliance, daily work status, and blockers and submit daily and weekly monitoring reports to the Managing Director

  • Escalate operational risks and staff concerns with evidence-based notes and recommended next steps

  • Support recruitment coordination by updating applicant trackers, scheduling interviews, and sending candidate communications as instructed

  • Track and follow up office and IT issues (internet, devices, equipment, facilities) with clear ownership and next actions until closure

  • Maintain standardized trackers and audit-ready records for quotations, attendance incidents, recruitment actions, and operational issues

Qualifications

  • Bachelor’s degree in Business Administration, Management Engineering, or related field

  • Minimum 2 years experience in admin coordination, operations coordination, procurement/canvassing support, or similar roles

  • Exceptional spoken English with clear pronunciation for phone calls with US suppliers, plus strong listening comprehension

  • Strong written English for supplier emails, follow-ups, and accurate documentation

  • High attention to detail in quote validation and tracker accuracy using Microsoft Excel and shared files

  • Comfortable using Teams/Zoom and cloud document storage for controlled documentation

  • Reliable availability for Monday to Friday night shift, 8:00 PM to 5:00 AM (PH time), with flexibility for urgent matters when required

Apply Now!