Coordinator, Business Support (Philippines)

Cruise Administration Services, Inc. (CASI), a Carnival entity in the Philippines, is currently looking for Coordinator, Business Support role. Only candidates currently residing in Metro Manila, Philippines, are eligible to apply, as this role requires the ability to report to Pasay City office.

Job Summary:

The Business Support Coordinator provides reliable administrative, coordination, and reporting support to a global operational team. This role helps leaders and team members manage daily activities, maintain accurate records, coordinate meetings, prepare reports, track actions, and ensure timely follow-up across multiple locations and time zones. The position requires discretion, organization, responsiveness, sound judgment, and professional stakeholder management. Its scope is limited to executive-office and administrative support and does not include the general HR administration, employee-service, procurement, facilities, or office-administration responsibilities assigned to the HR Coordinator.

Key Accountabilities / Job Functions:

Administrative Support

• Provide day-to-day administrative support to leaders and team members, including calendar management, meeting scheduling, and coordination across time zones.
• Prepare agendas, presentations, reports, and correspondence; document meeting minutes, decisions, action items, owners, and deadlines.
• Track action items, follow up on outstanding tasks, and maintain organized electronic files and accurate documentation.

• Support onboarding, team communications, and other administrative needs

Reporting and Data Management

• Maintain trackers, databases, organizational charts, and contact lists; consolidate stakeholder inputs into weekly and monthly reports.
• Monitor deadlines, milestones, service levels, and outstanding actions while ensuring data accuracy and completeness.

• Prepare basic data summaries, charts, and presentations using Microsoft Excel and PowerPoint.

Meeting and Project Coordination

• Coordinate operational, leadership, vendor, and project meetings, ensuring materials are prepared and distributed in advance.
• Maintain project plans, decision logs, risk registers, and action trackers to monitor progress and deliverables.
• Support special projects, process improvements, and implementation activities in coordination with onshore and local stakeholders.

• Follow up on deliverables and escalate delays, missing information, and operational concerns as needed.

Travel and Expense Support

• Coordinate business travel arrangements, proposed schedules, consolidated itineraries, and travel changes, including flights, accommodations, and ground transportation.
• Process expense reports in accordance with company policies and maintain accurate travel records and documentation.
• Coordinate meeting schedules, site visits, leadership engagements, and required materials, ensuring stakeholders are informed of itinerary changes.
• Liaise with HR Admin, Finance, IT, Facilities, and other designated teams on travel bookings, venues, equipment, supplies, and logistical requirements while respecting each team's responsibilities.

Communication and Stakeholder Support

• Serve as a professional point of contact for internal teams, vendors, and business partners, ensuring clear and timely communication.
• Facilitate collaboration between CASI, onshore leadership, and global teams through email, phone, and virtual meetings.
• Handle sensitive employee, operational, financial, and business information with discretion while maintaining a service-oriented approach.

Qualifications:

• Bachelor's Degree in Business Administration, Office Administration, Communications, Management, or a related field
• Two or more years of administrative, executive support, shared services, or business coordination experience.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Strong written and verbal English communication skills
• Experience supporting a multinational organization or global shared-services operation and working with teams in North America, Europe, India, or the Philippines
• Familiarity with SharePoint, Power BI, project-management tools, or enterprise systems
• Experience supporting senior leaders or operational functions
• Basic knowledge of procurement, invoicing, travel coordination, or workforce administration
• Experience documenting processes and maintaining standard operating procedures
• Willingness to work hours that provide appropriate overlap with the supported business location
  

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