Senior Administrative Specialist / PMO Specialist

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.

Company Profile:

Our client is a UK-based technology company operating in the post-purchase commerce and logistics space, focused on improving the customer experience from order confirmation through shipment tracking, delivery, and returns. Their platform supports Shopify and other e-commerce merchants in managing cross-border fulfilment, carrier integrations, and returns through a unified system. Their global team spans multiple regions, with the software engineering function headquartered in the UK.

Due to continued growth and increasing demand for their platform, they are expanding their team in the Philippines and are seeking an exceptionally organized, proactive, and tech-savvy Senior Administrative Specialist / PMO Specialist.

This is a great opportunity to step into a high-impact role, working closely with leadership, operations, and customer-facing teams in a fast-paced, remote environment. You’ll be at the center of the business - keeping projects on track, driving onboarding and coordination efforts, and ensuring seamless day-to-day operations that directly elevate the customer experience.

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 every day 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

Requirements

Must-have Skills / 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. This is a self-starter role so you must be able to take the initiative and not wait to be told what to do
• 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

Core Competencies:(These are essential traits required to succeed in the role)

• High Attention to Detail - ability to spot errors, follow processes accurately, and ensure nothing falls through the cracks
• Extreme Organisation and Multitasking - we are a small, fast-paced team where priorities can change throughout the day, and the candidate needs to be comfortable having to "chop and change", manage multiple workstreams, and reprioritise quickly
• Proactive Problem-Solving - someone comfortable logging on independently, monitoring Slack/email, identifying urgent or important items without always being prompted, taking ownership of issues, and, importantly, bringing solutions rather than simply escalating problems

Key Competencies:(These capabilities drive strong performance and effectiveness in the role)

• 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