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.