[Hiring] Operations Coordinator / Executive Assistant @Hunt St

Role Description

Looking for Philippines-based candidates

Job Role: Operations Coordinator / Executive Assistant (Pro-Level)

Compensation range: $2,000 – $3,000 AUD/month (based on experience and capability)

Engagement type: Independent Contractor Agreement with the possibility of transitioning into an EOR setup

Work Schedule: This role is expected to align with the AU business hours (approx. 8 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

This role is fast-paced and operationally critical. You will be responsible for keeping installs, communication, and data running smoothly across multiple moving parts. Success in this role requires strong ownership, attention to detail, and the ability to stay organised under pressure without constant direction. This role is not suited to someone looking for repetitive admin work. It requires initiative, problem-solving, and ownership over outcomes with potential for growth as the business scales.

Key Responsibilities

• Coordinate customer bookings and manage installation schedules in alignment with field teams
• Maintain accurate and up-to-date data across Pipedrive CRM, quoting platforms, and project tracking tools
• Act as the central communication hub between installers, internal staff, commercial partners, and leadership
• Oversee stock coordination to ensure all materials are ordered, tracked, and delivered ahead of scheduled installations
• Provide direct operational support to the business owner, including team coordination and task management
• Serve as a key point of contact between the director and team, ensuring alignment, accountability, and clear communication
• Develop, implement, and continuously improve internal processes, systems, and workflows to support scalability
• Build and maintain dashboards, spreadsheets, and reporting tools to track performance and operations
• Implement automations (Zapier/Make) to reduce manual work, improve data accuracy, and streamline workflows
• Identify operational bottlenecks and proactively implement solutions
• Monitor and manage the customer journey from sale through to installation completion, ensuring a high-quality experience
• Assist with general administration and process management using tools such as Notion and Google Sheets

Qualifications

• Proven experience in operations, admin, or EA roles, ideally in fast-paced or trade/service businesses
• Strong experience working with CRMs (Pipedrive preferred), automation tools (Zapier/Make), and operational systems such as Google Sheets, Slack, and calendar management tools
• Excellent English communication skills, written and verbal; confident in client-facing interactions
• Highly organized with strong attention to detail, especially around data accuracy
• Ability to work autonomously and manage multiple priorities simultaneously
• Resilient under pressure, capable of adapting quickly in a dynamic environment
• Availability during AEST business hours (approx. 8 AM – 5 PM), with occasional early starts

Nice to Have

• Prior experience in solar, renewable energy, or related service businesses
• Experience with workflow automation tools

What Success Looks Like (First 90 Days)

• Installation schedules are consistently accurate and well-coordinated
• CRM and job data are clean, up-to-date, and reliable
• Communication between sales, installers, and operations is seamless
• Stock and materials are always prepared ahead of install dates
• Bottlenecks are identified early and resolved proactively
• Reporting and dashboards provide clear visibility of operations

Why Apply

• Full-time, long-term engagement with a growing Australian solar business
• Direct collaboration with the business owner, giving you real visibility and impact
• Competitive retainer
• AEST-aligned hours
• Opportunity to grow alongside a business expanding its operations

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”)