Job Overview:

We are seeking a highly organized, detail-oriented, and proactive Operations Support Coordinator  to provide comprehensive administrative, client support, compliance, finance administration, and operational coordination services for a growing allied health and professional services environment.

This role will serve as a critical support function across client administration, funding management, diary coordination, compliance support, finance administration, communications, event planning, and internal operations. The successful candidate will be comfortable managing multiple priorities, maintaining strict confidentiality, and working across various business systems while ensuring exceptional service delivery to clients, therapists, stakeholders, and internal teams.

This is an ideal opportunity for an experienced Virtual Assistant who thrives in a fast-paced environment and enjoys balancing administrative precision with proactive problem-solving.

Schedule:

• Mondays to Fridays, 9:00 am to 1:00 pm (Australian Western Time, 20 hours per week)

Key Responsibilities:

• Client Administration & Service Agreement Management
• Follow up with Support Coordinators regarding available client funding hours.
• Prepare, distribute, track, and obtain signed Service Agreements.
• Follow up on outstanding Service Agreement approvals and signatures.
• Distribute completed Service Agreements, exercise programs, and relevant documentation to clients and stakeholders.
• Create and maintain client funding records as requested.
• Send plan review reports to Support Coordinators and multidisciplinary team members.
• Upload client-related documentation and communications into CRM records.
• Maintain accurate client notes and records.
• Client Funding & Compliance Administration
• Edit, audit, and maintain client profiles within the CRM system.
• Process therapist funding requests and update client funding allocations.
• Perform client profile audits to ensure data accuracy and compliance.
• Assist with aged debtor management and payment follow-up activities.
• Support compliance-related administrative processes.
• Ensure client information is maintained accurately and securely.
• Appointment & Diary Coordination
• Schedule client appointments and multidisciplinary team meetings.
• Coordinate therapist and stakeholder availability.
• Manage calendars and diary entries across multiple stakeholders.
• Enter plan review dates, reporting deadlines, and important milestones into calendars.
• Track actions arising from meetings and ensure follow-up completion.
• Coordinate therapy leave scheduling and diary updates.
• Email & Communication Management
• Monitor shared inboxes and business email accounts.
• Screen, prioritize, respond to, and escalate emails as required.
• Maintain communication records and correspondence history.
• Upload relevant email communications into client files.
• Assist with internal and external stakeholder communications.
• Documentation & Meeting Administration
• Record, summarize, and distribute meeting minutes.
• Prepare meeting agendas and action registers.
• Track completion of action items.
• Support fortnightly planning meetings and monthly compliance meetings.
• Summarize meeting discussions and generate task lists.
• Maintain board meeting documentation, minutes, actions, and agendas.
• CRM & Administrative Support
• Record phone calls and billable activities within the CRM.
• Upload meeting notes and documentation.
• Maintain accurate client and operational records.
• Prepare assessment documentation for upcoming client appointments.
• Research and source community resources as required.
• Marketing & Content Coordination
• Assist with planning and coordinating social media content.
• Support content scheduling across LinkedIn, Facebook, Instagram, and newsletters.
• Coordinate therapist biography development and updates.
• Liaise with graphic designers regarding content revisions and approvals.
• Maintain digital filing systems and content repositories.
• Support website content updates, including blog publication and therapist achievements.
• Operational & Office Administration
• Manage office supply ordering and inventory requirements.
• Coordinate boardroom bookings and facility scheduling.
• Maintain business contact databases and communication groups.
• Track employee birthdays, work anniversaries, and milestone reminders.
• Schedule employee review milestones and performance review reminders.
• Support ongoing process improvement initiatives by identifying administrative bottlenecks and recommending solutions.
• Event & Project Coordination
• Coordinate quarterly team meetings and staff events.
• Assist with planning social functions, end-of-year events, and team celebrations.
• Coordinate logistics for conferences, expos, and industry events.
• Organize event materials, merchandise, supplies, and operational requirements.
• Collaborate with stakeholders to ensure successful event execution.

Required Qualifications:

• Minimum 3 years of experience in a Virtual Assistant, Executive Assistant, Administrative Assistant, Operations Coordinator, or similar role.
• Strong experience supporting multiple stakeholders simultaneously.
• Exceptional organizational and time management skills.
• High attention to detail and accuracy.
• Excellent written and verbal English communication skills.
• Ability to manage confidential information with discretion.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently with minimal supervision.
• Experience managing calendars, appointments, and administrative workflows.
• Comfortable working in a fast-paced and evolving environment.

Technical Requirements:

• Essential Systems Experience
• Google Workspace (Gmail, Calendar, Drive, Chat, Tasks)
• CRM platforms (preferably Splose or similar healthcare CRM systems)
• Xero
• Employment Hero
• Microsoft Office Suite
• Cloud-based document management systems
• Preferred Experience
• Allied health, healthcare, disability services, NDIS, or professional services environments
• Client funding administration
• Compliance administration
• Accounts receivable or debtor management
• Social media coordination and content planning
• Event coordination and project support

Key Competencies:

• Administrative Excellence
• Client Service Orientation
• Stakeholder Management
• Attention to Detail
• Calendar & Schedule Management
• Documentation Management
• Process Improvement
• Communication Skills
• Initiative & Proactivity
• Confidentiality & Professionalism
• Adaptability
• Multi-tasking & Prioritization

Working Conditions:

• Permanent remote work arrangement
• Full-time hours
• Direct collaboration with leadership, therapists, compliance teams, and operational stakeholders
• Opportunity to contribute to operational efficiency and organizational growth

Success Measures:

The successful candidate will:

• Maintain accurate and up-to-date client records.
• Ensure timely completion of service agreements and funding requests.
• Deliver responsive and professional stakeholder communication.
• Maintain organized calendars, documentation, and action tracking systems.
• Support compliance requirements and operational efficiency.
• Contribute to smooth day-to-day business operations through proactive administrative support.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring

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.