Communications and Administrative Specialist

Job Title: Communications and Administrative SpecialistJob Type: Full-TimeAbout Us:We are a luxury coffee brand founded by a coffee sommelier, specializing in our flagship product, Craft Coffee Concentrate. This premium super-concentrate combines the convenience of instant coffee with the rich flavor profiles of a gourmet brew. Our products are available dir…

About the RoleWe are looking for a meticulous and reliable Administrative & HR Support Specialist to enhance our daily operations within the healthcare sector. This dynamic role integrates hands-on HR administration, recruitment assistance, and overall administrative coordination to guarantee efficient staffing, compliance, and the employee experience across various departments.The perfect candidate will possess prior HR or administrative experience within a healthcare setting, have a solid understanding of payroll and benefits processes, and be adept at coordinating with multiple teams in a fast-paced environment. Key ResponsibilitiesHuman Resources SupportOversee payroll administration tasks, including reviewing timecards and approving PTO requests.Assist with benefits administration, ensuring that new hires are enrolled in available programs and managing employee communications regarding benefits.Facilitate new hire onboarding, which includes:Ensuring all necessary paperwork is completed.Confirming I-9 documentation.Entering employees into the payroll system.Effectively communicating policies and procedures.Maintain and update the employee handbook as policies evolve.Coordinate and monitor daily staffing coverage across departments.Act as a liaison with the credentialing team for provider payer contracts.Assist with employment agreements and related documentation.Coordinate incentive programs and calculate earned bonuses for staff. Recruiting SupportAssist in recruiting efforts for new staff.Conduct initial screening interviews.Coordinate interviews and support hiring workflows. Administrative & Operational SupportPerform additional administrative duties as assigned.Support scheduling oversight and coordination.Assist with organizing and scheduling departmental meetings.Maintain accurate records and documentation across HR and operations.

Position OverviewWe are looking for a meticulous and proactive Accounting & Administrative Specialist to join our team. This role is pivotal in supporting our insurance accounting operations, facilitating commission reconciliations, overseeing carrier payments, and preparing month-end financial reports. You will play an essential role in ensuring precise reconciliations for direct bill and agency bill, tracking commissions, managing trust accounting, and delivering financial reporting.The ideal candidate will have a strong background in insurance accounting (preferred), demonstrate proficiency in using EPIC, and be adept at managing intricate workflows with carriers, brokers, producers, vendors, and finance partners.Key ResponsibilitiesDirect Bill ReconciliationDownload ReconciliationValidate commission amounts against received paymentsConfirm PR/BR commission percentagesImport transactions into EPIC for reconciliationAccurately associate carrier paymentsNon-Download ReconciliationRetrieve carrier statements from portals or emailConfirm receipt of carrier paymentsDocument statements in reconciliation logsLink payments in EPICAttach statements to carrier records in EPICArchive copies of statements in the Commission folderReceipts & Trust AccountingDocument carrier payments based on bank register activitiesMonitor and record vendor and client paymentsMaintain trust account activity using ExcelDocument financial funding as CFIN on client accountsUpdate trust Excel sheets for all funding activitiesDisbursementsLog carrier, vendor, and client disbursementsIdentify and record any missing disbursements (e.g., auto-payments) using bank registersPayroll EntriesPrepare payroll journal entries on the 7th and 22nd of each month, including:SalariesPayroll taxesInsurance401(k) contributionsFinance ContractsIssue new and renewal finance contracts for Marketing and Senior Account ManagersSubmit signed contracts for fundingRequest payment processing for finance contractsAttach signed finance contracts and follow up with finance companies for fundingAgency Bill & Client InvoicingGenerate client invoices based on carrier invoices and quotesAssist in agency bill and RP invoicing workflowsCollaborate with Senior Account Managers on billing itemsPrepare agency bill reconciliations for CPA review

Join Snappr, the world’s foremost marketplace for high-quality visual content. We empower businesses by connecting them with top-tier creators in photography, video, and editing, facilitating the creation of compelling visual narratives that drive growth. By leveraging advanced technology alongside a keen artistic vision, we enable brands to tell their stories through captivating visuals.Our culture is defined by a commitment to extreme ownership and exceptional performance. We are customer-focused, data-driven problem solvers who thrive on honest communication, embrace challenges by finding solutions, and strive for excellence. We value accountability, humor, and diversity — united in our mission to enhance how businesses convey their visual stories.About the Team:At Snappr, we are the largest on-demand marketplace for visual content worldwide. Our teams are entrepreneurial, collaborative, and focused on making a significant impact, tackling complex customer challenges on a global scale. Each project contributes to how businesses visually communicate, helping us set the benchmark for visual content globally.About the Role:As Snappr embarks on its international growth journey, maintaining operational excellence in finance and administration is crucial for efficient scaling. As a Finance and Administrative Specialist, you will be pivotal in ensuring financial integrity, facilitating process enhancements, and fortifying the administrative framework of our operations. You will work closely with the CEO's office and various teams, acting as a versatile team member to ensure the smooth execution of daily operations.

Join our dynamic team as an Administrative and Scheduling Support Specialist in the aged care sector, where your organizational skills will shine. This pivotal role focuses on enhancing daily operations within our expanding aged care business.Your contributions will ensure seamless communication among clients, support workers, and internal teams. The ideal candidate will engage in scheduling, administrative tasks, invoicing, and compliance, empowering our onshore team to prioritize exceptional care delivery.Work in a structured and fast-paced environment dedicated to supporting elderly clients, following Australia’s aged care framework.

Join our dynamic team as an Administrative Specialist, where you will play a pivotal role in enhancing our grant management operations. We are looking for a meticulous and organized individual who can efficiently coordinate projects, manage essential documentation, and facilitate seamless communication with clients. This is a fantastic opportunity for professional growth within a mission-driven organization. Key Responsibilities:Manage daily grant and project workflows, ensuring adherence to deadlines and compliance with all requirements.Maintain organized filing systems and oversee documentation management for grant-related records.Provide exceptional support for client relations through clear, timely, and professional communication.Execute detailed processes and tasks with precision and attention to detail.Perform various administrative functions, including data entry, report preparation, and follow-ups on outstanding items.

SupportYourApp is seeking an Administration & Operations Specialist who speaks fluent Dutch to join its remote team in Metro Manila, Philippines. This position focuses on a blend of administrative and operational duties, supporting both internal colleagues and external clients in a multicultural, multilingual environment. The company serves technology leaders and values a People First approach, offering team members the chance to build new skills within a growing SaaS business. Main Responsibilities Prepare and process accurate sales invoices, and assist with accounting-related administrative tasks. Follow up on accounts receivable, including communicating with customers about invoices, payments, and contracts. Verify customer orders, ensuring all details are correctly entered into internal systems. Keep customers informed about file statuses, orders, and ongoing administrative matters. Enter, update, and manage sales contracts in the database, maintaining high standards of data quality. Handle a variety of administrative tasks such as reception support, phone management, and general office duties. Support daily operational activities and contribute to the completion of internal projects. Facilitate clear communication between internal teams and clients to improve service and satisfaction. Maintain organized documentation and administrative records, ensuring deadlines and follow-ups are met. Role Highlights Remote position based in Metro Manila, Philippines. Work closely with a diverse, international team. Opportunities to develop skills in administration, operations, and client service within a SaaS company.

Job Title: Netsuite Specialist / Supply Chain Administrative AssistantOverview: Join our dynamic team at onlyexperts as a Supply Chain Administrative Assistant/Netsuite Specialist. In this pivotal role, you will oversee supplier packing slips, validate and process purchase orders, while ensuring precise record maintenance in NetSuite and SharePoint. Your keen attention to detail and strong communication skills will be essential in facilitating smooth interactions between our suppliers and internal teams.Key Responsibilities:Supplier Packing Slip Management: Verify the accuracy of supplier packing slips upon receipt. Process Item Receipts in NetSuite in accordance with the received packing slips. Organize and categorize Nevados packing slips from NetSuite into designated folders on SharePoint. Monitor the Nevados shared email inbox daily for incoming packing slips. Sort received packing slips by project names for systematic record-keeping. Validate Purchase Orders in NetSuite and execute Item Receipt or Inbound Shipment transactions as required. Record tracking numbers, additional costs, and shipping/delivery dates within the Item Receipt in NetSuite. Export NetSuite-generated Packing Slips and archive them in the Nevados SharePoint for future review. Order and Purchase Order Management: Receive and analyze Open Order Reports (OORs) from the Nevados Supply Chain Team. Update Purchase Orders to maintain accuracy using data from the OOR. Manage routine updates (weekly/bi-weekly) from the Nevados Supply Chain Team regarding OORs. Review OORs for updates on production, shipping, or delivery dates by Purchase Order number. Adjust Purchase Order ship and delivery dates in NetSuite as necessary. Document any date changes in the Purchase Order Memo section for tracking purposes.

NeoWork is looking for a Back-Office Specialist for Legal Administration to help a US-based law firm with litigation and case management support. This remote position is available to candidates based in the Philippines. The focus is on administrative work that keeps legal operations organized and efficient. Key Responsibilities Coordinate calendars for attorneys and intake teams Monitor legal deadlines and follow up as needed Sort, organize, and maintain legal documents Perform a variety of administrative tasks accurately Assist with internal processes so legal staff can prioritize their main work What We Look For Background in legal or administrative support Careful attention to detail Ability to work independently and manage tasks without close supervision Enjoyment of structured, process-oriented work Strong sense of organization and precision Additional Information Remote role based in the Philippines This is not a client-facing position

Job Type: Full-time, long-term contractorWorkplace: RemoteSchedule: Full-time, aligned with U.S. business hours (Pacific Time Zone)Compensation: $1,200 - $1,800 USDWe are on the lookout for a dynamic Klaviyo Specialist and Shopify Administrator to elevate our email marketing strategies and enhance our e-commerce operations. This mid-senior level position integrates advanced email automation with proficient Shopify management, aimed at maximizing online sales and increasing brand visibility. You will craft intricate marketing flows, assess campaign performance, and work closely with our marketing team to maintain brand consistency. The role also includes overseeing Shopify's backend administration, optimizing merchandising, and integrating TikTok Shop functionalities. This is a prime opportunity for a proactive professional to significantly impact our expanding consumer goods brand.As a forward-thinking consumer goods brand, we are dedicated to driving online sales growth through strategic email marketing and optimized e-commerce experiences.We seek a strategic thinker who offers proactive insights rather than merely managing existing systems. The ideal candidate is exceptionally organized, detail-oriented, and dedicated to long-term growth while seamlessly adapting to our flexible scheduling and evolving brand requirements.• Design and optimize advanced email marketing flows to enhance online sales and brand recognition• Formulate comprehensive email marketing strategies and automation workflows• Analyze campaign effectiveness and provide data-driven optimization recommendations• Oversee Shopify backend operations, including merchandising optimization and product categorization• Integrate and enhance TikTok Shop capabilities to broaden sales channels

Retirement Plan Administration SpecialistThe Retirement Plan Administration (RPA) team plays a vital role in ensuring compliance, government reporting, and plan terminations for our clients' bundled retirement plans. As experts in qualified retirement plan rules and operations, we function as an internal consulting group, driving strategic, operational, and product enhancements across the organization.We are looking for a dedicated and experienced Retirement Plan Administration Specialist to join our dynamic team. In this role, you will manage plan terminations, answer inquiries regarding retirement plans, and collaborate with our team to enhance processes and workflows.

Job Description: Website Administrator / SpecialistAs a Website Administrator, you will play a crucial role in ensuring the optimal functionality, security, and performance of our company’s websites. Your responsibilities will include managing servers, maintaining website operations, and executing strategies to enhance user experience while minimizing downtime. You will work collaboratively with internal teams and external clients to deliver technical support, performance analytics, and innovative web solutions.Key ResponsibilitiesOversee and manage server performance to guarantee maximum uptime.Configure and sustain web servers, along with associated software and hardware systems.Efficiently upload, update, and manage web content with precision and punctuality.Conduct regular assessments to ensure hardware and software are functioning correctly.Design and develop websites that reflect organizational goals and branding.Implement A/B testing and other performance metrics to enhance user experience.Offer guidance on managing peak traffic and strategies for minimizing downtime.Ensure adherence to web standards, accessibility protocols, and security measures.

Join Our Team as a CRM & Administrative Operations Associate (GoHighLevel Expert)At Wing, we are on an inspiring mission to revolutionize the future of work for companies around the globe! As a premier destination for organizations aiming to cultivate exceptional teams and streamline their operations, we are actively seeking a skilled CRM & Administrative Operations Associate (GoHighLevel Expert) to join our dynamic team immediately!Key Responsibilities:CRM Management (GoHighLevel)Oversee and enhance the complete GoHighLevel setupDesign and maintain automations, pipelines, forms, and workflowsQuickly diagnose and resolve CRM-related issuesIntegrate GHL with calendars, funnels, email systems, and tracking toolsEnsure data accuracy and reporting integrityFacilitate a seamless, automated lead journey from initial contact to sales and post-sale supportAdministrative Support, Lead Management & Client ExperienceRespond promptly to incoming emails, direct messages, and inquiriesClassify and prioritize leads (cold, warm, hot) and forward qualified leads to the sales teamSchedule appointments directly on the sales team’s calendarMaintain consistent follow-ups to ensure no lead is left unattendedUpdate CRM with every interaction and maintain accurate statusesProvide professional support to clients, directing them to appropriate team membersEnhance overall response speed and uphold a premium client experienceQualifications:• 3-5 years of relevant experience in CRM operations, administrative support, or client relationship management• Proficient in GoHighLevel (GHL) setup, automation, and troubleshooting• Strong track record in lead management, client communication, and administrative duties• Exceptional organizational skills with a keen attention to detail• Excellent written and verbal communication skills in English• Ability to work autonomously and ensure seamless operations without oversightTechnical Specifications:• USB headset with noise-cancellation capabilities• Functional webcam• Computer with a minimum 1.8 GHz processor and no less than 4GB RAM• Primary Internet Service Speed: at least 25 Mbps cable connection• Backup Internet Service Speed: at least 10 Mbps

Join Our Team as an NDIS Administration & Debt Collection Specialist!Are you an organized and detail-oriented professional with a robust understanding of the NDIS framework? We are seeking an exceptional NDIS Admin/Debt Collector to support our client, an esteemed NDIS service provider based in Australia.About the Role:As an NDIS Administration & Debt Collection Specialist, you will play a pivotal role in managing our administrative tasks, overseeing billing processes, and ensuring accurate record-keeping. Your expertise in NDIS will be essential as you support referrals, manage invoices, and act as a friendly point of contact for clients and stakeholders.Key Responsibilities:Efficiently navigate the NDIS framework and comply with all documentation requirements.Utilize your knowledge of NDIS billing structures, including self-managed, plan-managed, and agency-managed funding.Review and prepare invoices, ensuring accuracy and timely dispatch.Monitor and reconcile payments using Xero, managing outstanding balances with professionalism.Actively follow up with debtors to resolve payment issues while maintaining strong relationships.Provide exceptional support in referral and case management processes.What We Offer:This is a fully remote position that provides flexibility in your work schedule, allowing you to manage your time effectively while aligning with Australian business hours (approx. 9 AM - 5 PM, Monday to Friday).

Join RemoteVA PH, a premier virtual assistance agency dedicated to delivering exceptional administrative support to clients globally. Our expertise lies in optimizing business operations through dependable virtual assistance.We are in search of a meticulous Virtual Administrator who will be responsible for managing client communications and invoicing. The perfect candidate will possess a strong background in email management, invoice preparation, and be proficient in essential tools such as Outlook, CAD, and QuickBooks.Key Responsibilities: Professionally and promptly manage client email communications. Accurately create and dispatch invoices utilizing QuickBooks. Keep organized records of all communications and transactions. Work collaboratively with the team to ensure a seamless workflow.

Location: Remote (Arizona Time Zone)Working Hours: 10:00 AM - 6:00 PM (Arizona Time)Position Type: Full-TimeRole Overview:We are looking for a proactive and detail-oriented individual to become a key member of our team as a Customer Service & Office Administration Specialist. This role involves delivering outstanding customer support through various channels, including phone, email, and WhatsApp, while also managing essential administrative functions to enhance our office's efficiency.Key Responsibilities:Promptly respond to customer inquiries via phone, email, and WhatsApp with professionalism and courtesy.Address customer service challenges and implement effective solutions.Support administrative tasks such as data entry, scheduling, and document management.Utilize software tools including QuickBooks, Constant Contact, and basic Google and Microsoft Office applications.Maintain accurate and up-to-date customer records in the system.Work collaboratively with team members to ensure seamless office operations.

Position OverviewJoin our dynamic team as a Mortgage Broker Administrative Support Specialist, where you will play a crucial role in assisting a Commercial Mortgage Broker with essential administrative functions. This position requires a meticulous individual who excels in managing mortgage documentation, organizing client files, facilitating communication, and ensuring timely submission of all paperwork. The perfect candidate will possess exceptional organizational skills, a keen eye for detail, and substantial experience with Excel.Key ResponsibilitiesPrepare, review, and organize documentation for commercial mortgage applications.Maintain accurate and well-organized client files and records.Assist in collecting necessary documents from clients and third parties.Coordinate schedules and manage correspondence with lenders, clients, and stakeholders.Utilize Excel to monitor loan pipelines, update client data, and generate reports.Ensure that all submissions are thorough, compliant, and free from errors.Perform general administrative and secretarial tasks to aid the Mortgage Broker's workflow.

Join RemoteVA as an Architectural Administrator and make a significant impact by supporting the dynamic operations of an architectural planning office remotely. In this vital role, you will facilitate administrative communications, liaise with clients, and oversee invoices and project schedules efficiently.The successful candidate will be organized, detail-oriented, and possess outstanding communication skills, with the ability to thrive in a fast-paced, remote work environment.Key Responsibilities:Promptly manage and respond to client emails using Outlook in a professional manner.Prepare and issue invoices through QuickBooks.Coordinate with architects and team members regarding project schedules, deadlines, and necessary follow-ups.Organize and maintain digital files, including CAD drawings and relevant documentation.Update and track project timelines utilizing Monday.com.Assist with general administrative and office-related tasks as needed.

Join Angkas as an ERT Administrator, where you will play a pivotal role in managing our emergency response team’s operational efficiency. In this position, you will be responsible for maintaining records, coordinating between departments, and ensuring all safety protocols are followed to enhance our service delivery.

The Payroll HR Specialist plays a pivotal role in overseeing payroll administration, ensuring accurate and timely processing of employee compensation. This includes managing data entry for new hires, terminations, and updates to employee information such as pay rates and tax statuses.Key Responsibilities:Manage compensation and benefits documentation to accurately reflect employee records in the payroll database.Collaborate closely with the outsourced payroll processing vendor to guarantee timely and accurate payroll disbursement.Implement and monitor payroll processes to ensure the prompt processing of transactions related to new hires, terminations, pay rate changes, benefits, taxes, and deductions.Ensure compliance with established timelines and escalate issues promptly when deadlines are at risk of being missed.Handle the final pay processing for all separated employees.Conduct employment verifications as required.Oversee financial aspects of onboarding new employees, including orientation and securing necessary government and banking information.Assist employees in setting up their payroll accounts with banks and ensure timely receipt of ATM cards.Address and resolve payroll-related inquiries effectively.Help prepare and reconcile payroll reports and address any discrepancies.Prepare and submit payroll reports on a monthly and annual basis as necessary.Support auditors by providing requested documentation for audit purposes.Stay updated on current payroll laws and changes to ensure compliance within processes and policies.Other related duties as assigned.