Admin and Operations Executive

Description

Recruit AI is seeking a diligent Admin and Operations Executive to handle international client coordination and daily business operations. This role demands a professional with at least five years of experience in administration and client services, possessing excellent spoken and written English skills. The ideal candidate communicates confidently with clients worldwide, manages schedules, coordinates tasks, and follows up with teams independently. With a proactive, organized mindset, the individual takes full ownership of responsibilities and ensures operational efficiency while maintaining professionalism. This position requires no team management but involves close coordination with internal stakeholders and external partners to facilitate smooth business processes. The suitable candidate balances multiple responsibilities including client communication, documentation, scheduling, and social media support with accuracy and attention to detail. The role also involves preparing professional documents such as quotations and reports, maintaining customer records, and researching for management needs. The candidate must be familiar with tools like MS Office, Google Workspace, CRM systems, and online communication platforms. Flexibility and responsiveness within agreed working hours are essential to meet international business requirements and provide top-notch client support.

Responsibilities

• Communicate professionally and promptly with international clients through email, WhatsApp, phone calls, and online meetings to handle queries and updates.
• Coordinate internally with team members to ensure timely completion of client requirements and assigned tasks.
• Maintain and update daily task lists, deadlines, schedules, and follow-ups to track progress accurately.
• Arrange meetings, appointments, and team calendars; coordinate schedules efficiently to optimize workflow.
• Follow up proactively on pending tasks with team members and keep management informed about updates and potential issues.
• Manage and organize customer records, spreadsheets, files, reports, and other business documents securely and accurately.
• Prepare quotations, invoices, presentations, and various business documents using standardized templates.
• Assist management in daily administrative and operational duties to ensure seamless business functioning.
• Coordinate communication and transactions with clients, suppliers, service providers, and other stakeholders when necessary.
• Conduct basic research and compile information to support management decisions and business operations.
• Support social media management by assisting with posts, captions, messages, and related content activities.
• Maintain clear and comprehensive records of client communications, active tasks, and completed assignments.
• Identify and address pending issues proactively, ensuring appropriate follow-up until resolution.
• Handle multiple responsibilities simultaneously while maintaining high accuracy, professionalism, and confidentiality.
• Demonstrate ownership and autonomy in task execution, requiring minimal supervision or repeated reminders.
• Use MS Office, Google Workspace, CRM software, Shopify, WordPress, and project management tools efficiently to enhance daily operations.
• Adapt to flexible working hours and remain responsive and available during agreed times to support international clients and team coordination.

Experience

5 Years

Apply By

Nov 7, 2026

Required Skills

• Administration
• Responsiveness
• Professionalism
• Attention to detail
• Document Preparation
• Scheduling
• Email Communication
• Google Workspace
• MS Office
• Coordination
• Follow-up
• Organizational Skills
• International Client Dealing
• Operations
• Client Coordination
• Customer Service
• Professional Communication
• Spoken English
• Written English
• Interpersonal skills
• Time management

Nice to Have Skills

• WordPress
• Task Management Tools
• Project Management Tools
• Social Media Management
• Customer Relationship Management
• International Customer Support
• Remote Team Coordination
• Shopify
• Canva
• CRM Systems
• Basic Research