Group Operations Manager - 067

Position: GROUP OPERATIONS COORDINATOR

Salary range: up to Php 110,000/month (The final amount will be at the the client discretion basing on the candidate’s skills and experience.)

Working Hours: Monday to Friday 10am - 6pm NZT (5am-1pm Philippine Standard Time)

Work set-up: 100% Remote work

Holidays: New Zealand Public Holidays

ABOUT THE COMPANY

The company is a growing group of lifestyle, beauty, and hospitality brands focused on delivering exceptional consumer experiences across wellness, personal care, and leisure. Operating in a dynamic and fast-paced industry, it combines creative brand expression with operational excellence to support growth and customer satisfaction.

ABOUT THE ROLE

The Group Operations Coordinator serves as the operational anchor across multiple brands, ensuring systems, HR, finance, and communications run smoothly. This role is responsible for day-to-day operational coordination, supporting leadership, and enabling strategic growth, with a clear pathway to a future Operations Manager position.

Key Duties & Responsibilities

Inbox & Communications Management

• Triage and manage inboxes across multiple brands.
• Respond to enquiries within 24 hours.
• Draft professional replies and track follow-ups.

Systems & Implementation Ownership

• Complete system setups and maintain dashboards, booking systems, shared drives, and operational tools.
• Ensure consistent use of tools across brands.

Finance & Accounts Administration

• Reconcile invoices and prepare data for accounting software.
• Track bills, support payroll preparation, and maintain financial trackers.

HR Coordination

• Support onboarding, contracts, leave tracking, compliance, recruitment, and staff records maintenance.

Hospitality & Stock Systems Support

• Assist with EPOS updates, scheduling coordination, stocktake tracking, supplier lists, and backend organisation.

Marketing Coordination (Support Role)

• Coordinate marketing timelines and publishing schedules.
• Support the marketing team with organisation and task management — not responsible for content strategy or creative direction.

Weekly Reporting

• Prepare structured weekly operations reports summarising key metrics, open tasks, financial updates, HR matters, system status, and operational risks.

Decision Authority

• Make operational decisions within agreed parameters.
• Escalate strategic or high-risk matters to leadership.

Confidentiality

• Maintain strict confidentiality across financial, HR, and customer information.

Time Zone & Working Rhythm

The role primarily aligns with Philippines business hours, with some overlap (~30%) with New Zealand time for coordination and meetings. Work is expected to progress independently, ensuring clear inboxes and structured priorities for leadership.

Key Performance Indicators (KPIs)

• Inbox maintained with 24-hour response standard
• Weekly operations report delivered by the agreed deadline
• 90% of assigned tasks completed without follow-up prompting
• Systems documented and updated monthly
• Reduced leadership involvement in day-to-day admin within the first 60 days

Requirements:
Skills, Experience & Systems Profiency

The ideal candidate is highly organised, proactive, and digitally confident, with the ability to learn and manage multiple systems quickly. Specific skills and platform experience include:

• Operations & Collaboration: Notion, Google Workspace, Motion
Finance & HR Administration: Xero, Employment Hero
• Booking & CRM Systems: Timely, AI receptionist platforms
• E-commerce & Websites: Shopify, WordPress
• Hospitality Systems: Epos Now, Deputy, Restock
• Marketing Tools (coordination only): Meta Business Suite, Later, Canva

Experience & Compentencies:

• Strong written and spoken English
• Experience in operations, admin, or executive support roles
• Comfortable handling finance and HR administrative tasks
• Proactive, independent, and solutions-focused
• Highly organised and systems-oriented