Operation & Systems Coordinator (024-1255)

Looking for Philippines-based candidates

Job Role: Operations & Systems Coordinator

Compensation range: $1,300 AUD - $1,800 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: A Sydney-based commercial HVAC business providing installation, maintenance, and repair services to commercial and industrial clients across the Sydney metro area. We are a small, close-knit team of nine who take pride in delivering quality work and looking after our clients.

Role Overview: We are looking for a reliable, organised Operations & Systems Coordinator based in the Philippines to support our Business Manager and admin operations remotely. This is a general admin support role focused on keeping the business running smoothly behind the scenes — handling emails, documents, scheduling, data entry, and coordination tasks.

Key Responsibilities: 

Email & Communication

• Monitor and triage the admin inbox daily
• Draft replies to client enquiries using provided templates
• Send quote follow-up emails to clients with no response after 5 business days
• Follow up outstanding invoices with reminder emails
• Forward urgent items to the business owner immediately

Quoting & Documents

• Format and finalise quote documents in Word or Excel
• Compile tender response documents (cover letters, forms, schedules)
• Update and maintain quote register spreadsheet
• Prepare service repair quote templates as directed
• Proofread documents before sending

Job Management

• Enter new job details into the job management system when requested
• Update job notes and status as instructed
• Pull and format basic reports (e.g. open jobs, scheduled work)
• Flag overdue or incomplete jobs to the business owner

Scheduling & Coordination

• Book client appointments and site visits via Outlook calendar
• Send confirmation emails to clients with job details
• Assist with staff scheduling reminders and leave tracking
• Prepare daily or weekly job schedules as directed

Admin & Data Entry

• Maintain client contact lists and keep them up to date
• File and organise documents in OneDrive
• Update spreadsheets with new client, job, or financial data
• Track staff certifications and licence expiry dates
• Prepare simple weekly admin summary reports

Accounts Support

• Cross-check purchase orders against invoices when requested
• Prepare a list of overdue debtors for review
• Assist with basic accounting data entry as directed (read-only or limited access)
• Compile expense receipts into organised folders for the accountant

Marketing & Social Media

• Create and manage the company's Facebook company profile
• Research, draft, and place recruitment advertisements on Facebook
• Manage and update the company's LinkedIn company profile
• Draft and schedule regular posts on Facebook and LinkedIn (company updates, project highlights, job openings)
• Monitor social media messages and enquiries and escalate as needed
• Source and resize images/graphics suitable for social media posts

Quality & Compliance Projects

• Assist with document preparation for ISO 9001 (Quality Management), ISO 45001 (WHS), and ISO 14001 (Environmental) accreditation
• Help compile, format, and organise procedures, forms, and registers required for certification
• Track action items and outstanding requirements against audit checklists
• Maintain version control and filing of all quality system documents in OneDrive
• Coordinate review deadlines and remind the business owner of upcoming milestones

Job Management System — Assets & Service Reports

• Load plant and equipment asset data into the job management system (asset details, location, install dates)
• Upload and attach asset photographs to corresponding asset records
• Assist with the development and formatting of service report templates in the job management system
• Build and configure service report templates compliant with AS 1851 (maintenance of fire protection systems)
• Test and review service report forms to ensure all required AS 1851 fields are captured correctly
• Liaise with the business owner to refine report layouts and checklist items

Requirements

• Strong written English — professional, clear, and concise
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Must have proven experience using a job management system such as SimPro
• Familiarity with Facebook Business and LinkedIn company pages
• Organised with good attention to detail
• Able to work independently and manage their own time
• Reliable internet connection and own computer equipment is a must

Desirable Experience

• Basic understanding of ISO management systems or quality documentation is an advantage
• Previous experience supporting a trades or construction business preferred

What We Offer

• Stable, ongoing remote work with a growing Australian business
• Supportive working relationship with direct access to the Business Manager
• Opportunity to grow your career as the business expands

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)