Operations Co-ordinator

Full-Time | Remote | Philippines

We are an Australian migration and recruitment agency looking for an experienced Operations Coordinator who can hit the ground running and become a key part of our team.

We are looking for the kind of person who, when given a task or a problem, says, “Don’t worry, I’ve got this” — and then actually gets it done.

This is not an entry-level role and it is not simply a customer service or administrative position. We need someone with at least 3 years’ experience in a similar role who already knows how to manage competing priorities, communicate professionally, solve problems, follow things through and keep a busy business organised.

You will be trained in our particular systems, processes and industry requirements, but we are not looking to teach someone how to be an Operations Coordinator. You need to be comfortable taking responsibility from day one.

You will work closely with the business owner and team across operations, client services, administration, systems, recruitment and general business coordination.

What you'll be doing

• Managing and responding to client, candidate, employer and prospective client enquiries by phone and email
• Making sure enquiries, leads and follow-ups are actioned promptly
• Coordinating client onboarding, engagement agreements and administration
• Keeping inboxes, records, tasks and workflows organised and up to date
• Keeping track of outstanding work and making sure things don’t get forgotten
• Assisting with invoicing, payments and administrative follow-up
• Supporting clients, recruitment candidates and employers
• Coordinating between team members and following up work that needs to progress
• Assisting with recruitment administration, candidate coordination and employer follow-up
• Helping set up, maintain and improve systems, software and business processes
• Troubleshooting everyday operational problems and working out solutions
• Supporting newsletters, social media, marketing and other business projects when required
• Identifying things that need attention without waiting for someone to point them out
• Taking ownership of operational tasks from beginning to end

The person we're looking for

You must have at least 3 years’ experience in a similar operations, coordination, business support or senior client services role.

You will also need:

• Excellent spoken and written English
• A confident, warm and professional phone manner
• Exceptional organisation and attention to detail
• Strong initiative and the ability to work independently
• The confidence to make sensible decisions within your role
• The ability to prioritise when several things need attention at once
• Strong problem-solving and research skills
• The ability to take a task, work out the next steps and follow it through
• Genuine confidence with technology and the ability to learn unfamiliar software quickly
• The discipline to follow instructions and established processes carefully
• The judgement to know when you can solve something yourself and when something genuinely needs to be escalated
• Reliability, discretion and a strong understanding of confidentiality
• Confidence communicating with people from different cultural backgrounds, including people for whom English is a second language

Experience working with an Australian business, migration agency, recruitment agency, professional services firm or another fast-paced client-focused business would be highly regarded.

This role will suit you if...

You like being the person who keeps things moving.

You notice when something hasn't been followed up. You don't leave an email sitting there because nobody specifically told you what to do with it. If you are given unfamiliar software, you are comfortable exploring it, researching it and figuring it out. If you encounter a problem, your first instinct is to investigate and find a solution rather than simply hand the problem back.

You ask questions when you need to — we absolutely don't expect you to know everything — but you don't need constant direction or reassurance to get through your day.

If you prefer receiving detailed step-by-step instructions for every task, this probably isn't the right role for you.

About the role

This is a full-time remote contractor position based in the Philippines, working Australian business hours.

You will need a reliable computer and internet connection, appropriate backup arrangements and a quiet, professional workspace suitable for speaking with clients, candidates and employers.

You will have access to confidential personal and business information, so strict compliance with our privacy, cybersecurity and approved-system requirements is essential.

How to apply

Please apply through JobStreet with your current CV and a cover letter written specifically for this position.

In your cover letter, please tell us:

• Why this role interests you
• What experience you have that prepares you to take on an operations role with a high level of independence
• An example of a time you were given a task or problem without detailed instructions and had to work out how to get it done
• What you normally do when you encounter a task you don't know how to complete

Please do not submit a generic cover letter. We are interested in how you communicate, how you think and how you approach problems.

Shortlisted applicants will be invited to the next stage of our recruitment process.