Admin & Operations Coordinator

Position Type : Full Time (40 hrs/week)

Location: Philippines (Remote)

Schedule: Mon-Fri, 9am - 6pm Melbourne Time

About the Company

Our client is a fast-growing childhood education organisation delivering structured and values-driven programs for children across Australia. The business operates across two main arms—childcare and seasonal holiday programs—focused on creating meaningful, engaging, and “magical” learning experiences.

The organisation is currently scaling rapidly and is transitioning from a highly manual operating model to a more structured, systemised, and process-driven environment. This role will play a key part in supporting that transformation.

About the Role

The Admin & Operations Coordinator will support day-to-day operational delivery across holiday programs and childcare services. This is a high-volume, detail-heavy coordination role involving scheduling, database management, communications, documentation control, and administrative execution.

The role is best suited to someone highly organised, comfortable working in fast-paced environments, and able to manage multiple moving parts across systems, email, and spreadsheets.

This is a full-time remote role (40 hours per week), working closely with the Australia-based operations team.

Responsibilities

Operational Coordination

Manage high-volume scheduling and coordination for seasonal holiday programs

Collect, track, and update staff availability and match against program needs

Support rapid changes including last-minute updates, cancellations, and new program requirements

Assist with coordination of staffing across multiple locations nationally

Email & Communications Management

Manage shared inbox communications with staff and program providers

Send follow-ups regarding availability, scheduling updates, and confirmations

Maintain consistent communication flow with internal teams and external stakeholders

Database & Systems Administration

Maintain and update internal databases and talent pools

Manage records in internal systems (e.g., Connect Teams platform) and Google Drive

Ensure accuracy of candidate/staff data and update changes (e.g., availability, contact details)

Documentation Handling

Review and verify documents such as compliance checks (e.g., working-with-children documentation)

Ensure required information is complete and correctly stored

Support document organisation and systemisation across shared drives and internal platforms

Basic Bookkeeping & Finance Support

Review incoming invoices for accuracy against rates and program data

Follow up on missing invoices

Assist with simple calculations (e.g., contractor payments, superannuation-related checks) in coordination with finance team

Outbound Coordination & Talent Engagement

Post updates in Facebook groups and other community channels to support staffing needs

Maintain engagement with local talent pools to support recruitment for programs

Support ongoing updates to talent databases and engagement systems

Competencies and Qualifications

Must-Have

2–5 years’ experience in operations, administration, coordination, or similar high-volume support roles

Strong proficiency in Microsoft Excel (intermediate level, including formulas)

High level of organisational and time management skills

Experience working with shared drives (Google Drive or similar systems)

Strong attention to detail, especially in data and documentation handling

Ability to work independently in a remote/offshore setup

Comfortable working in fast-paced, time-sensitive environments

Nice-to-Have

Background in childcare, education, events, or workforce coordination environments

Experience with scheduling, staffing, or talent pool management systems

Exposure to bookkeeping, invoicing, or finance administration support

Experience in high-urgency operational environments (e.g., events, seasonal operations)

Familiarity with CRM or internal engagement platforms

What We Offer

100% Remote Work

13th Month Pay

Healthcare (HMO)

Complete Benefits Package - SSS, Philhealth, & Pag-ibig

Paid Service Incentive Leave (SIL)

Paid Philippines Holidays

Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, but this may vary depending on the role. Throughout each stage, we’ll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.