Operations Coordinator

Remote | Full-time | Australian Mental Health Company

About Us

• We are a fast-growing Australian mental health company focused on providing high-quality care and making the patient experience as simple as possible.
• You’ll work alongside our local Australian admin team, Australian doctors, psychologists and psychiatrists, as well as our remote team.
• We are scaling quickly, so the business is constantly evolving. New projects come up, priorities change and our systems and processes regularly improve.
• We move fast, use technology and AI heavily, and are always looking for better ways to work.
• If you like a predictable role where every day looks the same, this probably isn’t the right fit. If you enjoy solving new problems, learning quickly and building better ways of doing things, you’ll likely enjoy working here.

Role

• We’re hiring an Operations Coordinator to work directly with our Practice Manager and help keep projects and day-to-day operations moving.
• This is not a traditional Virtual Assistant role.
• You won’t always be given step-by-step instructions. There will often be things we have never done before or don’t have a system or process for yet. Sometimes, we may not know much about the problem ourselves.
• You might be asked to coordinate a new software rollout, research an operational issue, follow up an external organisation or improve an internal process.
• We don’t expect you to know everything. We expect you to be able to use AI and research to find the answer, verify it, make sense of it and recommend the next step.
• Your job is simple: take ownership, work out the next steps and see things through to completion.

Responsibilities

• Coordinate projects and operational tasks from start to finish
• Track actions, deadlines and follow-ups
• Research, verify and summarise information
• Contact Australian organisations and external providers
• Prepare reports, trackers and spreadsheets
• Coordinate website, software and system updates
• Update SOPs, forms and internal documents
• Find ways to make our systems and processes better

Who This Is For

• You are highly organised and dependable
• You take ownership and don’t need to be chased
• You are comfortable solving problems independently
• You adapt quickly when priorities or processes change
• You are open about mistakes and raise problems early
• You take feedback well and use it to improve
• You communicate clearly, professionally and with warmth
• You have excellent written and spoken English
• You are confident with spreadsheets and digital systems

AI

• AI is a normal part of how we work.
• You should already be comfortable using tools such as Claude and ChatGPT to research, solve problems, analyse information and improve your work.
• You should also know how to check AI’s work, identify mistakes and verify important information yourself.
• With your application, include the word “Dependable” at the beginning of your answer to Question 1.

Work Arrangement

• This is a full-time remote role and should be your only job. We’re looking for someone who wants to commit fully to the role rather than balance multiple clients, freelance work or another job.
• Standard hours will be agreed based on business needs, with the opportunity to work up to 60 hours per week for someone who wants additional hours and responsibility.

Experience

• Experience in Executive Support, Operations, Project Coordination or Healthcare Administration is preferred.
• Healthcare experience is helpful but not required. Strong candidates from other industries are encouraged to apply.

Results

• Projects and follow-ups don’t get forgotten
• Deadlines are tracked and met
• Problems are raised early
• Your work is accurate and reliable
• Processes become simpler and more efficient
• If something is given to you, the Practice Manager can trust that it is being handled

Our Values

Dependability

If it has your name on it, it is handled.

Efficiency

Find the simplest way to get the job done properly.

Relentlessly Better

Never assume the current way is the best way.

Adaptability

When things change, lean in and help make the new way work.

Openness

If something goes wrong, raise it early and bring a solution.

Humility

Be willing to receive feedback, admit when you’re wrong and improve.

Compassion

Treat patients and teammates with genuine warmth, patience and respect.

How to Apply

Please submit the following:

1. Your CV

Attach your CV as a PDF and name the file:

Firstname.Lastname.OperationsCoordinator.pdf

2. Answer the screening questions

*Applications that do not follow all application instructions may not progress.

Application Question(s):

• What interests you most about this Operations Coordinator role specifically?
• Give us a specific example of something you were asked to achieve without being given step-by-step instructions. What were you asked to achieve and what did you do?
• How do you personally keep track of multiple projects, deadlines and follow-ups so nothing gets forgotten?
• How do you use AI in your daily work? Give us three specific examples of things you have used AI to complete or improve.
• What is your expected hourly rate in USD per hour?

Work Location: Remote