Overview
Administrative Support Specialist Jobs in Philippines at thetalo.co
Title: Administrative Support Specialist
Company: thetalo.co
Location: Philippines
⚙️ Operations & Client Success Executive (Health & Wellness)
Location: Remote (Philippines preferred)
Type: Full-Time
Working Hours: GMT+8 aligned (flexible, with coverage up to 10 PM if required)
🧩 Job Snapshot
Own the execution. Enforce the structure. Stabilise operations.
This role exists to bring clarity, consistency, and reliability to a fast-growing health and wellness business.
You are not here to “help out” or manage chaos.
You are here to:
- Ensure all work flows through structured systems
- Maintain clean execution across teams
- Prevent tasks, leads, and communication from falling through gaps
👉 Your mission:
Turn fragmented operations into structured, predictable execution.
🏢 About the Company
The company operates in the premium health, wellness, diagnostics, longevity, and regenerative medicine space. The business provides IV therapy, blood testing, peptides, biohacking services, recovery treatments, concierge wellness services, and advanced human optimisation protocols across clinic, home service, and partner venues.
They are scaling rapidly and are now focused on building operational discipline and consistency across the business.
🎯 Role Overview
You will sit at the centre of execution — ensuring that all operational activity flows cleanly through defined systems.
This is not a leadership or strategy role.
This is a high-responsibility execution role where success is defined by:
- Clarity
- Speed
- Accuracy
- Consistency
You will:
- Execute within clearly defined workflows
- Ensure all tasks meet execution standards
- Maintain structured communication across teams
You will NOT:
- Act as a translator between unclear instructions
- Fill gaps caused by missing ownership
- Create parallel systems or ad-hoc workflows
🔑 Key Responsibilities
Communication Discipline
- Ensure all communication happens within the approved platform (e.g. Slack)
- Redirect off-platform communication into the system
- Maintain clear, structured, and trackable communication
Structured Task Execution
- Ensure every task includes:
- Clear owner
- Defined deadline
- Specific outcome
- Reject or escalate unclear or incomplete tasks
- Track execution across teams to ensure completion
Operations & Coordination
- Manage bookings, schedules, and confirmations
- Coordinate between teams to ensure smooth delivery
- Ensure all handoffs are clear, timely, and complete
Client Communication & Lead Management
- Manage inbound inquiries across approved channels
- Follow structured messaging flows to convert leads into bookings
- Maintain fast, professional, and consistent response times
CRM & Data Management
- Maintain accurate and up-to-date CRM records
- Track client journeys from inquiry to booking
- Ensure no duplication, missing data, or inconsistencies
Systems Enforcement
- Follow existing systems and SOPs strictly
- Ensure all work is completed within defined workflows
- Flag deviations, inefficiencies, or breakdowns immediately
- Do NOT create new systems independently
Founder Support (Execution Only)
- Support daily execution based on defined priorities
- Reduce operational load through reliable execution
- Ensure tasks are completed without follow-up
📦 Deliverables
- Daily communication and inbox management
- CRM updates and pipeline tracking
- Booking coordination and confirmations
- Task and project tracking (Notion or similar)
- Weekly operational reporting
- Clean and consistent execution across all workflows
📊 Success Metrics (KPIs)
- Lead response time (<5 minutes target)
- Inquiry → booking conversion rate
- Appointment show-up rate
- Task completion rate (on-time delivery)
- % of tasks with full structure (owner, deadline, clarity)
- Reduction in rework and errors
- Communication consistency within approved systems
- Operational accuracy (target: near zero errors)
🛠 Tools & Systems
- CRM systems (GoHighLevel, HubSpot, or similar)
- Slack or equivalent communication platform
- Notion / Google Workspace
- WhatsApp Business / Respond.io (structured use only)
- Automation tools (Zapier, n8n)
- Google Sheets
- Bonus: AI tools (ChatGPT, automation tools)
✅ Candidate Profile
You are execution-focused, detail-oriented, and system-driven.
- Strong background in operations, admin, or execution roles
- Experience in fast-paced or high-growth environments
- Excellent written and spoken English
- Highly organised with strong attention to detail
- Comfortable managing multiple workflows simultaneously
- Thinks in systems, not just tasks
- Able to operate with structure and discipline
🔥 Core Traits
- Proactive – Acts without being told
- Detail-Oriented – Nothing slips through
- Disciplined – Follows systems and processes consistently
- Ownership Mindset – Takes responsibility for outcomes
- Structured Thinker – Brings clarity to execution
🚀 Growth Path
This role is designed to evolve into:
- Operations Manager
- Executive Assistant to Founder
- COO Support Role
💰 Compensation
- Competitive (based on experience and performance)
- Open to higher compensation for proven operators
⚠️ Important
- This is a high-responsibility execution role, not a passive support role
- You will be expected to operate with precision, speed, and consistency
- Success depends on your ability to follow and enforce structured systems
- Only candidates who demonstrate strong operational discipline will succeed
👉 Apply here: https://forms.gle/WQWXQNRMdziyqdBp8
We’re not hiring support.
We’re hiring the person who makes operations run properly.
*Only shortlisted candidates will be contacted.
