Admin & Operations Coordinator
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Job Description
Admin coordinator supporting an Australian childhood education organisation’s childcare and holiday programs. Managing scheduling, staffing data, communications, documentation, and finance administration remotely from the Philippines.
Responsibilities:
- Manage high-volume scheduling and coordination for seasonal holiday programs
- Collect, track, and update staff availability and match it against program needs
- Support last-minute updates, cancellations, and new program requirements
- Assist with staffing coordination across multiple locations nationally
- Manage shared inbox communications with staff and program providers
- Send follow-ups regarding availability, scheduling updates, and confirmations
- Maintain communication flow with internal teams and external stakeholders
- Maintain and update internal databases and talent pools
- Manage records in internal systems such as Connect Teams and Google Drive
- Ensure candidate and staff data accuracy, including availability and contact details
- Review and verify compliance documents such as working-with-children documentation
- Ensure required information is complete and correctly stored
- Organise documents across shared drives and internal platforms
- Review incoming invoices for accuracy against rates and program data
- Follow up on missing invoices
- Assist with contractor payment and superannuation-related calculations with the finance team
- Post updates in Facebook groups and other community channels to support staffing needs
- Maintain engagement with local talent pools and update talent databases and engagement systems
- Work closely with the Australia-based operations team
Requirements:
- 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
- Currently residing in the Philippines and legally authorized to work there
- Reliable computer, high-speed internet, and a quiet, dedicated workspace ready for remote work
- Background in childcare, education, events, or workforce coordination environments is nice to have
- Experience with scheduling, staffing, or talent pool management systems is nice to have
- Exposure to bookkeeping, invoicing, or finance administration support is nice to have
- Experience in high-urgency operational environments is nice to have
- Familiarity with CRM or internal engagement platforms is nice to have
Benefits:
- 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
- 100% Remote Work
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