Operations & Administration Coordinator

Operations & Administration Coordinator are you there

Hey there! Were looking for an Operations & Administration Coordinator for a lean Australian manufacturing and mining services business. If youre highly organised meticulous with details comfortable working with numbers and systems and the kind of person who can take ownership of recurring administrative tasks without needing to be chased keep reading!

100% Remote
Salary in AU$2500/month
Philippines - Reporting to the Australian Team 9:00AM - 6:00PM AU Time
Full Time
Independent Contractor

About our client
Our client is an Australian leader in safety and innovation across the mining tunnelling civil and construction industries. They have specialised in designing and manufacturing real-time monitoring systems that help improve workplace safety productivity and operational efficiency.

With a strong focus on innovation quality and practical solutions they develop technology that helps customers reduce costs improve productivity and operate more safely. Their flagship monitoring system provides real-time strata control monitoring and advanced management solutions for the mining industry.

As the business continues to grow while maintaining a lean and efficient team theyre looking for an Operations & Administration Coordinator to help keep their day-to-day administrative financial operational and compliance processes running smoothly.

About RunRemote
Our mission is to help connect the top-rated remote talent with the worlds best job opportunities. Our key markets and clients are located in the US AUS UK & Canada just to name a few. All of our roles are full-time and 100% remote cutting out the daily commute and providing top-rated talent with the best job opportunities all from the comfort of their home.

In your day-to-day you will:

Operations & Administrative Coordination

• Manage recurring administrative workflows across purchase orders invoicing quotes freight bookings supplier payments and other day-to-day operational tasks ensuring orders are accurately processed invoiced documented and ready for dispatch.

• Maintain accurate records across internal systems portals spreadsheets and shared folders while monitoring daily weekly and monthly tasks through established checklists and processes.

• Keep operational information organised ensure outstanding actions are followed through to completion and progressively take on additional administrative and operational responsibilities as the business grows.

Invoicing & Financial Administration

• Prepare and process invoices accurately based on purchase orders labour products and other billable items.

• Assist with financial administration including monitoring outstanding receivables following up on payments and supporting bank reconciliations.

• Support supplier payment administration ensuring payments are accurately processed and relevant financial records and documentation are kept up to date in the accounting system.

• Work confidently with numbers and identify discrepancies or inconsistencies that require attention.

Freight Orders & Documentation

• Process purchase orders and coordinate order information with the relevant warehouse/workshop team.

• Book freight through online freight portals and ensure required shipment information is accurately entered.

• Save organise and maintain accurate digital records of freight invoices delivery documentation and other operational records ensuring documents are complete easy to locate and communicated to relevant stakeholders when required.

Compliance & Document Control

• Support recurring compliance and administrative requirements including maintaining checklists records and due dates.

• Assist with ISO-related administrative tasks including document reviews internal audit preparation and document control while keeping compliance and operational documentation up to date as processes and documents change.

• Monitor recurring compliance actions ensuring required tasks are completed within the relevant timeframe and accurate records are maintained to support periodic audits and business reviews.

Systems Process & Continuous Improvement

• Learn and confidently work across the companys CRM accounting software freight portals Microsoft OneDrive spreadsheets and other operational systems.

• Follow documented SOPs checklists and training videos to learn business-specific processes.

• Identify opportunities to simplify automate or improve repetitive administrative workflows.

• Keep existing SOPs and process videos up to date as workflows change.

• Use initiative to investigate and resolve straightforward issues rather than waiting for step-by-step instructions.

• Support the business as additional responsibilities are introduced which may include light marketing research or other operational support.

Skills you have:

• 3 years of experience in administration operations coordination executive administration finance administration or a similar role.

• Strong experience handling invoices purchase orders payments financial records or other administrative processes involving numbers.

• Experience using accounting software such as QuickBooks Xero MYOB or similar. Reckon experience is highly regarded.

• Exceptional attention to detail with a highly methodical approach to maintaining accurate records and completing recurring tasks.

• Excellent organisational skills with the ability to manage daily weekly and monthly responsibilities without dropping the ball.

• Strong written English communication skills and confidence communicating through email and digital platforms.

• Comfortable working independently and taking ownership of tasks from start to finish.

• Tech-savvy and confident learning new software portals systems and workflows.

• A proactive problem-solver who can figure things out when something doesnt go exactly according to the SOP.

• Comfortable working with structured process-driven administrative work and recurring tasks.

• Willingness to learn the clients systems products processes and compliance requirements.

Skills that will make you stand out:

• Experience supporting a founder CEO or leadership team within a small or lean business.

• Experience working in a manufacturing engineering mining services construction logistics or other product-based environment.

• Experience with ISO 9001 quality management systems document control internal audits or compliance administration.

• Experience working with CRM systems and maintaining accurate operational/customer data.

• Experience with process improvement automation or AI tools used to make administrative workflows more efficient.

• Experience creating maintaining or improving SOPs checklists process documentation or training materials.

• Experience working across multiple systems and online portals to manage end-to-end operational processes.

• A strong figure it out mentality you dont need every step spelled out and are comfortable investigating learning and finding practical solutions.

• A continuous-improvement mindset and the ability to spot unnecessary work inefficiencies and opportunities to make recurring processes simpler.

• Experience working as an independent contractor or within a remote freelance environment.

Youll be entitled to:

• Great opportunities for career growth

• Opportunity to work in an amazing environment