Operations & Executive Assistant

Company Overview

Hardhead Technologies Corp. is a growing technology company providing IT services, infrastructure solutions, managed services, and customized software development to local and international clients. We work closely with business owners, manufacturing companies, and SMEs to design, deploy, and maintain critical technology systems.

This role works directly with the CEO and plays a key role in keeping operations, billing, projects, and client coordination running smoothly.

Role Summary

The Operations & Executive Assistant is responsible and ensuring nothing falls through the cracks, and maintaining operational discipline across projects, billing, and internal coordination.

This role is not a technical role, but requires strong organization, follow-through, and professionalism. You will work closely with the CEO, Project Coordinator, and technical team.

This position is ideal for someone who wants exposure to real business operations in a tech company and is comfortable handling responsibility.

Key Responsibilities

Executive & Operations Support (Primary Responsibility)

• Manage the CEO’s daily operational tasks and follow-ups
• Track action items from meetings and ensure closure
• Organize schedules, reminders, and deadlines
• Prepare and format documents, reports, and internal trackers
• Ensure no critical task, email, or commitment is missed

2. Billing, Invoicing & Payment Follow-ups

• Prepare billing statements and invoices based on approved templates
• Track billing schedules and ensure invoices are sent on time
• Monitor client payment status and follow up professionally
• Maintain records of invoices, payments, and outstanding balances
• Coordinate with the CEO on escalations or payment issues

3. Project Support

Maintain Project hygiene:

• Ensure tasks are updated
• Follow up on blocked items
• Assist in status tracking
• Prepare weekly project summaries for management
• Coordinate meetings, UAT schedules, and client walkthroughs
• Document meeting notes and next steps

(You will NOT manage developers or make technical decisions.)

4. Sales & Proposal Support

• Prepare quotations and proposals using company templates
• Coordinate proposal sending and follow-ups
• Maintain a basic CRM or lead tracker
• Assist with contract documentation and filing
• Support simple marketing coordination (posting schedules, coordination only — not content creation initially)

5. Documentation & Admin

• Organize files in SharePoint / company folders
• Maintain consistency in document naming and versioning
• Assist in basic SOP documentation (formatting, structuring, not writing technical content)
• Handle internal admin tasks as assigned

Required Skills & Qualifications

Must-Have

• Strong organizational and follow-through skills
• Clear written and verbal communication
• Comfortable working directly with the CEO
• Ability to manage multiple tasks without losing details
• Professional handling of clients and internal staff
• Basic computer skills (Docs, Sheets, email, calendars)

Nice-to-Have (Not Required)

• Experience in admin, operations, or project support
• Exposure to tech, IT, or software companies
• Familiarity with Jira, Trello, or similar tools
• Basic understanding of invoices, billing, or office operations

Work Setup

• Work Arrangement: Onsite / Hybrid (to be discussed)
• Schedule: Full-time, Monday–Friday
• Reporting To: CEO
• Growth Path: High potential to grow into Operations Manager, Executive Assistant, or Project Operations role as the company scales

Application Instructions Interested applicants may send their resume and a brief introduction explaining why they are suited for an operations-focused role in a tech company.

Send to: careers@hheadtech.com

Job Types: Full-time, Permanent, Fresh graduate

Pay: Php18,000.00 - Php20,000.00 per month

Benefits:

• Opportunities for promotion
• Promotion to permanent employee

Application Question(s):

• Are you available to work full-time?
• Are you comfortable working directly with the CEO on daily operational tasks?
• Are you willing to work onsite or hybrid, depending on operational needs?
• Are you comfortable handling administrative, operations, and follow-up tasks as a primary responsibility?
• Are you comfortable following up with clients or teammates for documents, approvals, or payments in a professional manner?
• Are you comfortable working in a fast-paced environment where priorities may change, but expectations are clear?
• Are you comfortable working in a growing startup tech company?
• Are you comfortable using email, calendars, and document tools (Google Workspace or Microsoft 365)?
• Are you able to work independently once trained, without constant supervision?

Work Location: In person