Job Description

Position: Admin Coordinator

Salary: 1,600-1,800 AUD/month

Working Hours & Conditions: Australian business hours to be confirmed

Holidays : To follow

ABOUT THE COMPANY:

The client is a regional Australian MSP (Managed Service Provider) based in Coffs Harbour on the NSW (New South Wales) Mid North Coast, founded in 2013. The organization provides end-to-end technology solutions, including managed IT infrastructure, cloud migration, cyber security, telephony/telecommunications, and data cabling.

ROLE OVERVIEW:

The Admin Coordinator (Administrative Coordinator) serves as the primary remote operational anchor for company, reporting directly to the Director. This role functions as an EA (Executive Assistant) and client liaison, supporting both the Director and an incoming BDM (Business Development Manager). The primary mandate is to protect leadership’s time by triaging communications, coordinating travel and appointments, funneling internal staff inquiries, and driving client account administration.

RESPONSIBILITIES:

Executive Support

• Manage the director's and the BDM's email inboxes, triaging, drafting replies and flagging what needs attention so nothing is missed
• Manage calendars and book appointments, client meetings and site visits around travel
• Be reachable and responsive when the Director’s between sites, picking up requests quickly
• Take internal requests from the team and funnel them through to the director or the right person, rather than having them go straight to him

Client Follow-Up & Account Admin

• Follow up clients on quotes, proposals and outstanding items
• Own the quarterly client check-ins: schedule them, prepare the information, send reminders and make sure none fall behind
• Prepare and track telco and service paperwork, such as orders, forms and supplier or carrier documentation
• Keep client records, contacts and notes accurate in the CRM

Systems & General Admin

• Learn and work in the business's systems, including Autotask and the custom CRM being built, keeping data clean and up to date
• Help document admin processes so they can be repeated and handed over
• Handle general administrative tasks as they arise across the business

Requirements

Non-negotiable

• At least 2 years of proven experience as a virtual assistant, executive assistant or office administrator supporting more than one person
• Strong email, calendar and scheduling management
• Excellent written English, with a professional tone for clients
• Tech-savvy, able to learn proprietary systems quickly (CRM, ticketing or PSA tools)
• Highly organised and proactive, following up without being chased
• Reliable availability during Australian business hours, including responding quickly while the Director is on the road

Strong Plus

• Experience in IT, a managed service provider, telecommunications or a similar service business
• Experience with Autotask or another PSA or ticketing platform
• Experience handling telco or supplier paperwork
• Experience owning client check-ins or account-management admin