[Hiring] Senior Administrative Specialist / PMO Specialist @Manila Recruitment

Role Description

As a Senior Administrative Specialist / PMO Specialist, you will serve as the operational and administrative backbone of the business, ensuring seamless customer onboarding, supporting research and cross-functional coordination, tracking key performance metrics, and executing special initiatives driven by executive leadership.

Duties and Responsibilities

• Remote Executive & Administrative Support
  • General Administration & Support: Provide direct day-to-day support to the Head of Customer Success to support the delivery of their responsibilities. Support the CEO on adhoc/escalated basis/as needed.
  • Direct Executive Tasking: Keep track of operational and administrative directives from the Head of Customer Success to keep broader business initiatives moving forward.
  • SOP & Knowledge Management: Support the writing, updating, and organising of clear Standard Operating Procedures (SOPs), sales playbooks, customer onboarding guides, and business knowledge bases for remote access (with support and guidance from the Head of Customer Success).
  • Process Optimization: Continuously look for ways to streamline administrative workflows using modern business applications and smart AI prompting.
• Onboarding & Business PMO
  • Onboarding Governance: Support the Head of Customer Success in the end-to-end administrative management for onboarding new clients to ensure a smooth, professional, and efficient transition into the company ecosystem.
  • Cross-Functional Bridge: Act as the primary administrative bridge across key areas of the broader business, tracking project schedules, operational documentation, and key customer timelines.
  • Stakeholder Coordination: Provide clear, real-time updates across the broader business regarding carrier performance, logistical timelines, and potential operational impacts on customers.
• Reporting, Data Management & AI Efficiency
  • Excel Proficiency & Data Management: Leverage strong, hands-on experience with Microsoft Excel / Google Sheets to organize business data, run calculations, and maintain clear, accurate operational and sales tracking sheets for leadership.
  • AI-Powered Productivity: Actively use everyday AI tools to accelerate administrative and sales tasks, such as drafting prospecting emails, summarizing meeting notes, structuring unstructured data, and refining SOPs.
  • Partner & Leadership Admin Support: Provide administrative support for partner reviews and CEO-led strategic meetings, assisting with schedule coordination, drafting agendas, formatting presentation materials, and logging actionable follow-ups.
• Client-Facing & Stand-In Responsibilities
  • Join customer calls to provide support and do follow-ups.
  • Build sufficient knowledge and confidence to contribute during client conversations where appropriate.
  • Stand in as a representative/face of the company when the Head of Customer Success is unavailable or on leave, so confidence, professionalism, and strong communication skills are important.
• Software / Tool Stack
  • This role involves daily use of a modern suite of business, communication, and productivity tools, including:
    • Notion
    • Slack – our primary internal communication hub
    • Gmail / Google Workspace
    • Potential CRM-related tasks
  • While deep expertise in every tool is not required, the ideal candidate should demonstrate strong technical proficiency, adaptability, and the ability to quickly learn and navigate multiple systems.

Qualifications

• Experience: 4+ years in an Administrative, PMO, Project Coordination, Executive Assistant, or Business Support roles.
• Business Tools Mastery: High proficiency and extensive experience in Microsoft Excel / Google Sheets (formulas, data organisation, tracking) and core office suites (MS 365 / Google Workspace).
• Practical AI Proficiency: Hands-on experience using generative AI tools (such as Gemini, ChatGPT, or Copilot) to streamline data, and speed up research.
• Remote Work Essentials: High degree of self-motivation, time management, and a dedicated home office setup with reliable high-speed internet and power backup options.
• Communication Skills: Exceptional written and spoken English skills, with the ability to draft polished professional communications and coordinate across executive leadership and prospects.
• Shift Alignment: Willingness to work dedicated remote hours aligned with HQ schedules.

Requirements

• High Attention to Detail – ability to spot errors, follow processes accurately, and ensure nothing falls through the cracks.
• Extreme Organisation and Multitasking – comfortable managing multiple workstreams and reprioritising quickly.
• Proactive Problem-Solving – someone comfortable logging on independently, identifying urgent or important items, taking ownership of issues, and bringing solutions.

Key Competencies

• Work Smarter, Not Harder: Leverages AI tools and Excel capabilities to significantly improve efficiency and reduce manual workload.
• Remote Self-Starter: Operates with high autonomy, adaptability, and accountability without needing constant supervision.
• Business-Minded & Growth-Driven: Understands how backend administrative accuracy, timely coordination, and executive support drive overall company business performance.

Advantageous Skills / Experience

• Strong preference for candidates with a background in Project Management, PMO, or Project Coordination, particularly those who have progressed from an Executive Assistant, Administrative, or similar role into more operations- or project-focused responsibilities.