About this role
Position Type: Full Time (40 hrs/week)
Location: Philippines (Remote)
Schedule: Mon-Fri, 9am - 6pm Melbourne Time
About the CompanyOur 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.
ResponsibilitiesOperational 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 Offer100% 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 ProcessWe 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.