Job Description
We are seeking a highly organized, Operations Administrator. The primary focus of this role is Asana administration, project tracking, and workflow management. You will act as our systems champion, ensuring all internal client tasks and timelines are flawlessly organized. General administrative duties—such as managing our enquiries inbox, handling occasional invoicing, assisting with staff onboarding, and document management—will serve as secondary, supporting functions.
This role is ideal for someone with advanced digital task-management skills who thrives in a self-directed, on-site environment with minimal supervision.
Job Title
-
Operations Administrator
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Essential:
• Advanced proficiency and hands-on experience with Asana (or very close equivalents).
• Proven administrative, operations, or project coordination experience.
• Exceptional attention to detail with a highly structured, methodical approach to work.
• Strong proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel).
• Highly comfortable working independently in an on-site capacity. - Desirable:
• Experience with Xero (basic invoicing) and HubSpot (CRM).
• Experience with process documentation , HR onboarding , or Canva.
• Prior experience in a consulting, NFP, or social enterprise environment.
Job Responsibilities
- Core Focus: Asana & Project Management (Primary)
• Asana Task Management: Create, update, and maintain tasks/projects in Asana; ensure timelines reflect current priorities and follow up on overdue items.
• Project Setup: Set up new Asana projects from templates for new client
engagements.
• Workspace Audits: Periodically review and tidy the Asana workspace.
• Continuous Improvement: Map internal workflows into streamlined Asana processes and log improvements in the Ideas Register. - General Operations & Support (Secondary):
• Registers & Logs: Maintain the GC Issues & Ideas Registers to track
operational priorities.
• Staff Onboarding: Coordinate the end-to-end onboarding workflow for new hires using Asana templates and provision M365 access.
• Document Management: Maintain SharePoint filing structures and format client deliverables using Word, PowerPoint, or Canva.
• Ad-hoc Admin: Provide routine data management in HubSpot and general operational support. - Inbox & Financial Administration (Lighter, Supporting Duties):
• Enquiries Inbox: Check the shared inbox daily to triage, route, and send basic acknowledgment responses.
• Invoice Administration: Raise client invoices in Xero against milestone schedules, issue polite payment reminders, and perform basic monthly reconciliations.
Good luck and God Bless!