Job Description
We’re a growing Australian consultancy that helps business owners step back from the day-to-day by implementing processes and smart use of technology. We need someone sharp to keep everything running smoothly behind the scenes.
The Operations Coordinator is responsible for making sure client engagements stay on track, the Founder stays focused on priorities, and the team have what they need to do great work.
It’s fast-paced, varied, and suits someone who thrives on keeping things organised when there are a lot of moving parts.
Job Title
-
Operations Coordinator
Work Schedule
- Day Shift
Job Qualifications/Requirements
- At least 3 years’ experience in an operations, coordination, or senior VA role.
- Excellent English – written and spoken. You’ll be communicating with Australian clients.
- Highly organised and able to juggle multiple priorities without dropping the ball.
- Tech-savvy. You pick up new platforms quickly and don’t need hand-holding. We use Google Workspace, Asana, GoHighLevel CRM and many other apps daily.
- Active AI user. Not just basic prompts, but someone who genuinely leverages AI tools like ChatGPT or Gemini to work smarter every day.
- Process-focused. If you don’t love using processes, we are not a good fit. Everyone on our team is responsible for creating, using, and updating processes without being asked.
- Open and proactive communicator. You keep the Founder informed without being asked, raise issues early, and speak honestly about what’s working and what isn’t. We value transparency over politeness.
- Self-directed. You assess what needs doing, prioritise accordingly, and get on with it. If something is due today, you don’t need reminding.
- Growth-focused. This role is great if you want to get out of your comfort zone, grow your skills, and be challenged to become a better version of yourself.
Job Responsibilities
- Client Coordination: Managing scheduling, session logistics, and client
communications. Keeping client records and portals current, anticipating what they’ll need next, and ensuring a seamless experience throughout their engagement. - Founder Support: Managing a busy calendar, task list, and emails, to identify priorities and make sure important tasks don’t slip through the cracks.
- Team Facilitation: Supporting a small team to make sure they have what they need to keep their work moving along, providing assistance where appropriate, and looping in the Founder when needed.
- Asset Management: Organising session recordings, documents, and digital tools across multiple platforms so they’re accessible, correctly labelled, and up to date.
- General Operations: Invoicing coordination, postage logistics, CRM upkeep, and other recurring admin tasks that keep the business organised.
Good luck and God Bless!