Operations & Administration Coordinator

Operations & Administration Coordinator, are you there?

Hey there! We're looking for an Operations & Administration Coordinator with strong business operations and executive support capabilities to support the Managing Director of an Australian business specialising in innovative monitoring systems for the mining, tunnelling, civil and construction industries. If you’re highly organised, detail-oriented, comfortable working with financial records, and someone who takes initiative without needing constant supervision, this could be the role for you!

🌎 100% Remote 💵 Salary in AU$2,500/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 business delivering innovative real-time monitoring systems across the mining, tunnelling, civil and construction industries. With a lean team and a strong focus on safety, quality and innovation, the business relies on accurate records, dependable coordination and efficient day-to-day operations.

This isn’t a traditional virtual assistant role where you simply wait for tasks to be assigned. We’re looking for an experienced professional who can independently manage essential business processes, identify issues, maintain accountability and proactively reduce the Managing Director’s administrative workload.

You’ll be expected to take ownership of recurring responsibilities, exercise sound judgement, adapt to changing priorities and ensure important tasks are followed through to completion.

Working directly with the Managing Director, you’ll become a trusted operational partner, helping keep the business organised, ensuring essential processes run smoothly and proactively resolving issues. You’ll also help reduce the Managing Director’s administrative workload, maintain accountability across recurring tasks and identify practical ways to improve how the business operates.

About RunRemote Our mission is to help connect the top-rated remote talent with the world's 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

• Independently manage recurring administrative workflows, ensuring tasks, deadlines and follow-ups are completed accurately and on time.

• Maintain organised digital files, shared folders, business records and documentation.

• Coordinate purchase orders, supplier quotations, order documentation and other operational requirements.

• Support stocktakes, inventory-related records and routine operational checks.

• Assist with compliance administration, document control and maintaining up-to-date business records.

• Keep track of outstanding actions and proactively follow up to ensure nothing falls through the cracks.

• Take ownership of essential business processes from start to finish, proactively addressing issues and ensuring tasks are completed without constant supervision.

Financial Administration & Reconciliation

• Process and coordinate invoices, accounts payable and receivable follow-ups, supplier payments and related financial administration.

• Perform bank or equivalent financial reconciliations, investigate discrepancies and follow through to ensure financial records are accurate.

• Verify invoices and supporting documentation, maintain payment records and assist with resolving financial discrepancies.

• Track outstanding invoices, payments and other financial obligations, ensuring timely follow-ups.

• Maintain accurate financial records using accounting software, spreadsheets and shared digital systems.

• Monitor outstanding financial tasks and proactively escalate overdue items, discrepancies or other issues that require the Managing Director’s attention.

Supplier, Purchasing & Logistics Coordination

• Request and compare supplier quotations, prepare purchase orders and coordinate purchasing requirements.

• Liaise with suppliers regarding pricing, product availability, order status and delivery timelines.

• Arrange freight bookings and maintain accurate dispatch, shipping and order-related documentation.

• Monitor deliveries, follow up on delays and discrepancies, and communicate updates to relevant stakeholders.

• Maintain organised supplier records and ensure purchasing and logistics documentation is complete and accessible.

• Anticipate follow-up requirements and take initiative to resolve supplier, purchasing and delivery issues, escalating matters when necessary.

CRM & Customer Coordination

• Maintain accurate and up-to-date CRM records, including contact details, communications and follow-up activities.

• Monitor inbound customer and prospect enquiries, respond where appropriate and direct requests to the relevant person.

• Conduct outbound follow-ups to ensure outstanding questions, requests and actions are addressed.

• Coordinate with customers and suppliers to provide timely updates and keep administrative processes moving.

• Ensure important interactions, commitments and next steps are properly documented.

• Use sound judgement when responding to enquiries, prioritising requests and determining when an issue should be escalated to the Managing Director.

Executive & Administrative Support

• Provide reliable day-to-day operational and administrative support to the Managing Director.

• Manage competing priorities while ensuring recurring responsibilities remain on track.

• Anticipate upcoming requirements, identify potential issues and escalate matters that require attention.

• Maintain clear records of outstanding tasks, decisions, deadlines and follow-up actions.

• Proactively reduce the Managing Director’s administrative workload by managing routine responsibilities independently, keeping important matters moving and escalating decisions that require their input.

• Exercise sound judgement and maintain confidentiality when handling sensitive business information, making decisions within your responsibilities and managing competing priorities.

Process Improvement & Documentation

• Identify opportunities to simplify workflows, improve accuracy and reduce repetitive manual tasks.

• Create and maintain standard operating procedures, checklists and instructional documentation.

• Use digital tools, spreadsheets and automation where appropriate to improve efficiency.

• Take initiative in learning new systems and finding practical solutions when processes or instructions are unclear.

• Document recurring processes clearly and maintain practical instructions, training and onboarding materials to support consistency, knowledge sharing and smoother handovers.

• Identify gaps in existing processes and recommend practical improvements that strengthen consistency, accountability and operational efficiency.

Social Media, Marketing & Enquiries

• Keep the company’s social media channels and marketing materials up to date, and identify opportunities to improve their effectiveness.

• Support outbound enquiries and follow-ups as needed, ensuring communications and next steps are recorded in the CRM.

• Remain flexible as business needs change, using sound judgement to reprioritise tasks while ensuring critical responsibilities and deadlines are not overlooked.

Skills you have:

• At least 3 years of relevant 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, payment coordination and financial recordkeeping.

• Practical experience performing bank or equivalent financial reconciliations, including investigating discrepancies and following them through to resolution.

• Experience coordinating purchase orders, suppliers, quotations or other operational workflows.

• Strong organisational skills and exceptional attention to detail, particularly when handling numbers, financial records and documentation.

• Excellent written and verbal communication skills, with the confidence to communicate professionally with suppliers, customers and internal stakeholders.

• The ability to manage recurring responsibilities, multiple priorities and deadlines independently.

• A proactive, solutions-oriented mindset—you take ownership, anticipate needs and follow tasks through to completion without constant reminders.

• Strong problem-solving skills and the ability to recognise discrepancies, investigate issues and determine the appropriate next steps.

• Confidence working with digital systems, spreadsheets, shared folders and business software.

Skills that will make you stand out:

• Proficiency in accounting software such as Xero, MYOB, QuickBooks or Reckon, as well as CRM platforms and tools like Microsoft Excel, Google Workspace and OneDrive.

• Experience using freight portals, purchasing or inventory management systems, and digital workflow or project management tools.

• Experience providing executive or operational support directly to a Managing Director, founder or business owner, particularly within a lean team where initiative and independent decision-making are essential.

• A background in manufacturing, engineering, mining, construction, logistics or another product-based business.

• Familiarity with ISO 9001, quality management systems, compliance documentation or audit preparation.

• Experience developing SOPs, improving administrative processes, implementing workflow improvements or using automation and AI tools to reduce repetitive manual work.

• Previous experience working remotely with an international business, particularly under a freelance or independent contractor arrangement.

You'll be entitled to:

• Great opportunities for career growth

• Opportunity to work in an amazing environment