Operations & Systems Officer – Admin Assistant
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Job Description
Operations & Systems Officer remotely supporting an Australian faith-based organization from the Philippines. Responsible for optimizing workflows and managing operational systems and processes.
Responsibilities:
- Manage and maintain key organisational platforms, databases, and administrative systems
- Provide operational, systems, and project support to senior leadership across Operations, Finance, Business, and Ministry functions as required
- Support the rollout, adoption, and ongoing maintenance of organisational systems and processes
- Deliver training, guidance, and user support to staff to encourage effective system utilisation
- Conduct research and provide recommendations on new technologies, tools, and process improvements
- Participate in cross-functional projects and contribute to continuous improvement initiatives across the organisation
- Assist management in implementing new operational initiatives and organisational change projects
- Monitor system effectiveness and proactively recommend enhancements to improve user experience and operational outcomes
- Become a subject matter expert in internal platforms, including Planning Center Online, Brushfire, Microsoft OneDrive, SharePoint, and related tools
- Review existing workflows and identify opportunities for process improvement and automation
- Create, document, and maintain standard operating procedures (SOPs), training materials, and internal process guides
- Assist with the implementation and adoption of AI tools and workflow enhancements across multiple departments
- Build structured systems that improve information management, reporting, and collaboration
- Generate reports and dashboards to support operational decision-making
- Coordinate administrative projects and system improvement initiatives
- Provide general administrative support across operations, administration, and finance functions as required
- Support user onboarding, system organisation, and internal documentation management
- Liaise with team members to understand operational challenges and recommend practical solutions
- Continuously seek ways to improve efficiency, consistency, and scalability across the organisation
Requirements:
- Minimum 3–5 years of remote work experience in an administrative, operations, systems, or project support role
- Demonstrated systems thinking with the ability to analyse inefficiencies and design practical solutions
- Strong adaptability and ability to manage evolving responsibilities in a dynamic environment
- Experience supporting operational projects, change initiatives, or business improvement programs is highly desirable
- Comfortable training and supporting end users with varying levels of technical confidence
- Demonstrated ability to work effectively across multiple teams and stakeholder groups
- Strong technical aptitude and confidence in learning new software independently
- Experience working with Microsoft 365 applications, particularly SharePoint, OneDrive, Teams, and Excel
- Proven ability to build, improve, and document business processes and workflows
- Strong problem-solving and analytical thinking skills
- Excellent organisational skills and attention to detail
- Ability to manage multiple projects and priorities simultaneously
- Strong written and verbal English communication skills
- Experience working autonomously in a remote environment
- Ability to create clear documentation, process maps, and training materials
- Proactive mindset with a genuine interest in improving systems and operations
- Comfortable exploring and implementing AI tools to improve efficiency and productivity
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