Job Description:

As the Growth Team’s Administrative Backbone, you aren't just managing paperwork—you are the engine that drives our expansion. You will own the entire member lifecycle with total confidence, navigating complex financial data and contracts from the first lead to the final signature. We need a specialist who thrives on accuracy and ownership, serving as the final word on the details without needing a safety net. In this role, you’ll have the independence to manage our most critical information and ensure our growth remains seamless and precise.

Schedule:

• Monday - Friday, 9:00 AM – 5:00 PM (Sydney Time)

Responsibilities:

Lead & Sales Coordination

• Manage, research, and prioritise incoming leads promptly and efficiently.
• Maintain accurate, real-time data in CRM systems (e.g., HubSpot).
• Coordinate and schedule all prospective member follow-ups and proposals.
• Prepare and issue accurate proposals, pricing, and membership agreements.
• Support pipeline management, forecasting, and reporting.
• Assist in lead nurturing and follow-up to ensure no opportunities are missed.

Membership Administration & Contracts

• Prepare, issue, and manage membership agreements with a high level of attention to detail, legal and financial accuracy.
• Process contract extensions, upgrades, transfers, and terminations.
• Ensure all agreements, variations, and communications are 100% accurate before issuing to members.
• Maintain and update member records in systems such as OfficeRnD.
• Support onboarding and offboarding in collaboration with site teams.
• Manage documentation including special conditions, pricing adjustments, and contract updates.

Financial Accuracy & Pricing Support (Critical Requirement)

• Weekly to monthly pricing conversions
• GST-inclusive and exclusive pricing
• Discounts, incentives, and percentage-based offers
• Pro-rata calculations and adjustments
• Independently answer member pricing queries without reliance on the finance team
• Support end-of-month processes including reporting, rate adjustments, and invoicing checks
• Ensure all pricing issued to members is accurate, consistent, and aligned with company standards

Communication & Coordination

• Manage high-volume communication across email, Slack, and phone with professionalism and clarity
• Confidently communicate with members and prospects, providing accurate and timely information
• Liaise across Growth, Concierge, Finance, and Marketing to ensure seamless operations
• Send critical documents and communications daily with a high level of care and accuracy

Operational & Revenue Support

• Support revenue growth through accurate contract execution and identification of upsell opportunities
• Maintain strong task management and workflow tracking (e.g., Asana)
• Identify gaps, inefficiencies, or risks in processes and proactively suggest improvements
• Ensure consistency, compliance, and high standards across all systems and workflows

Requirements:

Core Competencies (Non-Negotiable)

• Exceptional attention to detail, particularly in contracts, pricing, and legal documentation
• Strong numerical ability — confident with basic financial calculations and percentages
• Ability to work independently and take full ownership of tasks without relying on others for core responsibilities
• Highly organised with strong task management and follow-through
• Clear, professional communication skills (written and verbal in English)
• Process-driven with the ability to follow and improve structured workflows

Required Experience:

• 8+ years experience in a sales support, contracts administration, or coordination role

• Proven experience handling contracts, agreements, or legal/financial documentation
• Experience working with CRM systems (e.g., HubSpot) and operational tools (e.g., Asana, OfficeRnD) preferred
• Experience in a membership-based, service, or fast-paced environment is highly advantageous

What Success Looks Like in This Role:

• Contracts and documents are issued accurately the first time
• Members receive clear, correct, and timely communication
• Pricing and financial queries are handled confidently and independently
• Systems (HubSpot, OfficeRnD, Asana) are always up to date and reliable
• The role operates as a dependable backbone to the Growth team, not a bottleneck

Key Traits We’re Looking For:

• Detail-obsessed and takes pride in getting things right
• Accountable and reliable — follows through every time
• Confident working with numbers and structured processes
• Calm under pressure and able to manage multiple priorities
• Proactive — identifies problems and solves them before they escalate

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.