Operations Analyst (People & Admin)

Work Australian business hours, fully remote. No night shift. Ever.

Pure coordination, done properly. You sit behind busy Australian operations and make sure nothing falls through the cracks: schedules kept, documents complete, trackers current, people chased politely until things are done. Right now much of the work supports a large recruitment and onboarding operation, and the work will shift as we grow. Someone senior always runs the process and makes the decisions; you make it run. Read the last section before you apply, it matters.

Direct employment, not an agency

You will be employed directly by our own Philippine entity. Not an agency passthrough, not a contractor arrangement, not an EOR like most companies hiring from the Philippines. Direct employment with full statutory benefits and 13th month, because we have invested in the Philippines for the long term and we hire like it.

About Scale Suite

Scale Suite is a Sydney-based company on a mission to build the full-stack finance function for growing Australian businesses, with complementary HR services delivered by the same embedded team. We are not a BPO. Every team member gets a Claude Pro subscription, AI is in daily use, and this role exists because our people services are growing fast.

The work

Whatever we point you at, every step is documented. We hand you the runbook on day one; your job is to run it exactly, and to tell us what is slowing you down so we can fix it. The work below is typical, not fixed.

• Schedule at volume: interviews, meetings, site visits and inductions across many locations, all in Sydney time, without a single double-booking.
• Chase documents until every file is complete: IDs, certificates, forms and compliance paperwork. Holding that gate is your job.
• Send the right message at the right moment: confirmations, document requests, reminders and notifications, all from our script bank, personalised and error free.
• Chase forms and approvals: feedback within hours, sign-offs before deadlines, keeping the pipeline moving every single day.
• Keep the trackers and systems perfectly current: every item at the right stage, every document filed in the right place, every time.
• Prepare the weekly summaries, expiry lists and pipeline updates that managers rely on.
• Pick up new workloads as we grow: the mix will change, the standard will not.

Who we're after

• Ferociously organised. You live by checklists and calendars, and you finish what you open.
• At least 1 year in coordination, administration or scheduling-heavy operations work of any kind: recruitment, HR, logistics, projects, back office. Exceptional fresh graduates with a strong record are also welcome.
• A polite but persistent chaser. You follow up without being asked and without being rude, and you keep following up until it is done.
• Detail-obsessed. A wrong date or a missing document is a serious problem here, and you treat it like one.
• Strong written English. Your emails land directly with Australian managers and candidates.
• Good with numbers, and confident in the basics of Excel or Google Sheets: sorting, filtering, keeping a tracker clean and spotting when a figure looks wrong.
• Comfortable working across time zones. Everything we schedule is in Sydney time.
• A degree in any discipline, and you use AI as a matter of course.

The offer

• Australian day shift, permanently. Your evenings are yours.
• Above market pay, plus 13th month. A bonus was paid to every single team member last financial year.
• Paid training, a complete runbook, and structured senior review so you learn fast and to a high standard.
• A Claude Pro subscription and a laptop ownership scheme.
• A clear growth path as we scale, and strong applicants we cannot start straight away join the front of the queue for the next opening.

One more thing

The applications we read first arrive as a short note in our inbox, hello @ scalesuite.com.au: three or four sentences on the most complex scheduling or coordination work you have ever run, and how you kept it error free, with your CV attached. Have a look at what we do before you write it. Notes that show you did go straight to the top of the pile, and if yours is good, you will hear from us quickly.