Hub Coordinator jobs

Office Coordinator

OLIVIA Professional Solutions · Remote (Philippines) · Full-Time

We place HIPAA-trained Virtual Assistants with U.S. home care agencies, and our reputation is built on reliability and clean operations behind the scenes. This role helps keep everything running smoothly day after day.

About the role

The Office Coordinator supports three main areas:

• Getting new VAs set up and offboarded correctly
• Keeping timesheets and Hubstaff records accurate
• Tracking HIPAA and IT compliance for our VA team

If you enjoy working in systems, fixing small errors before they become big problems, and ending the day with your checklist clear, this role will feel natural to you.

Key responsibilities

• Review timesheets, attendance, and payroll-related records and flag or fix issues
• Manage and monitor Hubstaff attendance, productivity, and time-tracking records
• Support VA onboarding and offboarding (accounts, access, records, and files)
• Track HIPAA and basic IT compliance items for VAs and follow up on deadlines
• Conduct simple compliance checks and documentation reviews using clear SOPs
• Keep files, reports, and employee records organized and up to date
• Follow established admin and operations procedures and escalate exceptions
• Communicate professionally with team members about attendance, payroll, and compliance questions
• Use Google Workspace for documentation, reporting, and coordination
• Use AI tools (like ChatGPT) for drafting and productivity, with clear data-safety guidelines
• Update Airtable or similar databases and support basic tracking workflows
• Help with other administrative and operational tasks as needed

Minimum qualifications

• At least 1 year of experience in admin, HR support, or operations coordination
• Hands-on use of Hubstaff or a similar time-tracking / workforce tool (e.g., Sprout HR, Keka, Deputy, Workday)
• Comfortable working in Google Sheets, Docs, Drive, Gmail, and Calendar
• Strong written English and clear, professional communication
• High attention to detail and accuracy in data entry
• Tech-savvy, comfortable learning new systems and following step-by-step SOPs
• Able to work U.S. Eastern Time Zone core hours
• Reliable personal device (not shared) and stable internet connection

Nice-to-have experience

• Payroll support, timesheet processing, or helping with payroll cycles
• BPO or remote-first company experience
• Exposure to HIPAA, healthcare operations, or other compliance processes
• Airtable or similar database tools
• Drafting or maintaining simple SOPs or checklists

How we measure success

• Timesheets and Hubstaff records are accurate and up to date
• VA onboarding/offboarding steps are completed on time with no missing access changes
• Compliance trackers (like HIPAA status) are current and followed up consistently
• Weekly updates and reports are submitted on time and are easy to understand

How to apply

When you apply, please include:

• A brief description of your experience with Hubstaff or a similar tool (what you tracked, what you adjusted, how often you used it).
• One example of a time you caught and corrected a data or timesheet error and what you did to fix it.
• Your availability in U.S. Eastern Time Zone hours.
• A short description of your equipment setup (device type, internet speed, and workspace).

Job Type: Full-time

Benefits:

• Work from home

Work Location: Remote