Client Operations / Admin Coordinator, are you there?

Hey there! We're looking for a Client Operations / Admin Coordinator for an Australian-based RegTech company. If you enjoy solving operational challenges, improving systems, and proactively keeping everything running smoothly behind the scenes, keep reading!

🌎 100% Remote
💵 Salary in AU$2,000 – AU$2,500 per month
📍Philippines – Reporting to the Australian team (9:00 am – 6:00 pm AEST)
🕒 Full Time

About our client
Our client is a fast-growing Australian RegTech company that provides an R&D Tax Management Platform, helping innovative businesses streamline the capture of R&D evidence and expenditure. As the business continues to grow, they are looking for a highly organised Client Operations / Admin Coordinator who thrives in startup environments and enjoys bringing structure to fast-moving teams.

About RunRemote
Our mission is to help connect the top-rated remote talent with the world's best job opportunities. Our key markets and clients are located in the US, AUS, UK & Canada just to name a few. All of our roles are full-time and 100% remote, cutting out the daily commute, and providing top-rated talent with the best job opportunities, all from the comfort of their home.

In your day-to-day, you will:

Client Onboarding & Administration

• Coordinate the end-to-end client onboarding process.

• Prepare and issue engagement letters.

• Follow up with clients to ensure signed agreements are returned promptly.

• Coordinate onboarding activities before internal handover.

• Create and maintain accurate onboarding records.

• Ensure all onboarding requirements are completed before work commences.

CRM & Operations Management

• Maintain HubSpot and monday.com as the company's operational source of truth.

• Keep customer records, pipelines, and workflow stages accurate and up to date.

• Maintain accurate CRM data, tagging, contact lists, and operational records.

• Update client, onboarding, and payment statuses across systems.

• Ensure operational data remains organised and reliable.

• Enhance operational workflows to support business growth.

Invoice & Payment Coordination

• Coordinate invoices through Xero and Stripe.

• Monitor outstanding invoices and payments.

• Manage payment plans and deferred payment arrangements.

• Follow up on overdue payments.

• Update payment statuses across internal systems.

• Coordinate with leadership on unique payment matters.

HubSpot Marketing Support

• Manage HubSpot email campaigns and communications.

• Generate campaign performance reports.

• Support webinars and workshops, including attendee communications and follow-ups.

• Prepare and coordinate newsletters and technology updates.

• Identify opportunities to better utilise HubSpot.

Executive & Administrative Support

• Manage recurring administrative tasks.

• Organise and maintain documents in SharePoint.

• Format client-facing documents and internal materials.

• Coordinate internal documentation.

• Track action items and follow-ups.

• Provide day-to-day administrative support.

Process Improvement

• Identify workflow inefficiencies.

• Recommend workflow enhancements and automation opportunities.

• Optimise HubSpot workflows.

• Create and maintain SOPs and process documentation.

• Support operational scaling initiatives.

• Drive continuous operational improvements.

Project Coordination

As the role evolves, you'll have the opportunity to support additional business initiatives, including:

• Website and digital platform projects.

• Internal process documentation.

• ISO certification support.

• Business process optimisation initiatives.

• Special projects assigned by leadership.

Skills you have:

• 3+ years of experience as an Executive Assistant, Operations Coordinator, Operations Assistant, or Administrative Coordinator.

• Proven experience supporting founders, executives, or leadership teams in an Executive Assistant, Operations Coordinator, or similar capacity.

• Experience working with international clients and distributed teams is highly preferred.

• Demonstrated ability to manage multiple priorities, deadlines, and competing tasks while maintaining a high level of accuracy and organisation.

• Strong proficiency using the following business systems:

  • HubSpot CRM

  • monday.com

  • Xero

  • Stripe

  • Microsoft Office

  • Google Workspace

  • SharePoint

• Detail-oriented, commercially aware, systems-minded, and proactive.

• Comfortable working independently while collaborating closely with founders and leadership.

• Confident communicator who isn't afraid to ask questions, provide suggestions, or respectfully challenge ideas when appropriate.

• Adaptable, with the ability to thrive in a startup environment and a willingness to wear multiple hats while growing alongside the business.

Skills that will make you stand out:

• Strong experience using HubSpot Sales Hub and Service Hub, including workflows, email communications, reporting, and CRM administration.

• Experience using monday.com, Xero, Stripe, and SharePoint in a professional services environment.

• Experience with client onboarding, document formatting, and professional services workflows.

• Experience creating and maintaining Standard Operating Procedures (SOPs) and scalable business processes.

• Experience supporting Australian businesses or professional services firms.

You'll be entitled to:

• Great opportunities for career growth.

• Opportunity to work in an amazing environment.