Operations & Administration Coordinator (Remote)

About the role

An Australian business supplying real-time monitoring systems for the mining, tunnelling, civil and construction industries is looking for an Operations & Administration Coordinator to support its Managing Director. The role is 100% remote, based in the Philippines, reporting to the Australian team between 9:00 AM and 6:00 PM Australian time, full time and as an independent contractor. The coordinator manages recurring administrative workflows, keeps financial records accurate and reduces the Managing Director's administrative workload.

Key responsibilities

• Manage recurring administrative workflows, digital files, business records and purchase orders, and support stocktakes and inventory records
• Handle invoices, accounts payable and receivable, supplier payments and bank or equivalent financial reconciliations, and keep accurate financial records in accounting software and spreadsheets
• Coordinate purchase orders, supplier quotations, freight bookings and deliveries, and liaise with suppliers on pricing, availability and delivery timelines
• Maintain CRM records, monitor and follow up on customer and prospect enquiries, and direct requests to the right person
• Provide day-to-day executive and administrative support to the Managing Director, manage competing priorities and escalate matters that need their attention
• Identify process improvements, create SOPs, checklists and training materials, and use digital tools and automation to improve efficiency
• Keep social media and marketing materials up to date and support outbound enquiries

Required profile

• At least 3 years of experience in operations administration, business administration, executive support, finance administration or a closely related role
• Hands-on experience with financial administration, including invoice processing, accounts payable/receivable follow-ups and payment coordination
• Experience performing bank or equivalent financial reconciliations and investigating discrepancies
• Experience coordinating purchase orders, suppliers and quotations
• Strong organisational skills, initiative and ability to work independently