Operations Assistant (Contract & Document Coordination)

Work Location: Cyberscape Alpha, Ortigas Center, Pasig City (Onsite)

What is your mission?

You will manage end-to-end contract workflows, oversee DocuSign execution, and maintain organized records across active projects.

You will provide the best service to our partner brands by performing these tasks:

• Coordinate contract documentation, ensuring insurance, compliance, safety, and financial documents are complete prior to processing
• Maintain standardized document checklists for consistency across all contracts and projects
• Act as primary liaison for subcontractors and vendors regarding document requirements and contract status
• Proactively follow up on missing, incomplete, or incorrect documentation to prevent delays
• Route documents to internal stakeholders for review and approval including Project Management, Operations, Safety, and Leadership
• Track approval status and ensure all required approvals are secured before execution
• Review documents for accuracy, completeness, and adherence to company standards
• Manage document control processes including file naming conventions, version control, and organization
• Administer contract execution workflows using DocuSign or similar e-signature platforms
• Ensure documents are routed to the correct signatories in proper sequence
• Perform pre-execution validation checks ensuring all approvals and documents are in place
• Maintain and update digital document management systems with accurate uploads and records
• Track and monitor contract and document status across multiple active projects
• Verify all documents are fully executed with signatures and dates
• Maintain organized and accessible records of executed contracts
• Identify workflow inefficiencies and recommend process improvements and standardization
• Support compliance tracking throughout project lifecycles

• Bachelor’s Degree in Business Administration, Construction Management, or related field (or equivalent experience)
• 2–4+ years of experience in Contract Administration, Project Coordination, Document Control, or Operations Administration
• Experience with Procore, ERP systems, and construction or project-based environments
• Familiarity with compliance, insurance, and safety documentation processes
• Proven experience managing end-to-end contract workflows and document lifecycle management
• Strong capability in document review, version control, and approval coordination across stakeholders
• Proficiency in Microsoft Excel, Microsoft Word, and Microsoft Outlook
• Hands-on experience with DocuSign or equivalent e-signature platforms and digital document management systems
• Ability to manage multiple workflows, deadlines, and priorities simultaneously
• Strong process improvement and workflow optimization experience
• Excellent attention to detail and accuracy in documentation
• Strong organizational and time management skills
• Effective written and verbal English communication skills
• Ability to work cross-functionally with internal teams and external vendors
• Demonstrated critical thinking, problem-solving, and sound judgment
• Proactive, adaptable, and able to follow through on tasks independently

Company Perks:

• Above-industry salary package and incentives
• Comprehensive HMO benefits and life insurance from day 1
• Free learning and development courses for your personal and career growth
• Dynamic company events
• Opportunities for promotion
• Free meals and snacks