[Hiring] Admin & Client Support Coordinator @Hunt St

Role Description

We’re seeking a calm, mature and organised Admin & Client Support Coordinator to be the first point of contact for clients, Care Workers and partners. You will answer calls, understand what each caller needs, and make sure every matter reaches the right person and gets resolved. Alongside the phones, you will support the business with transactional roster updates, vendor follow-ups and agreements, appointment booking and general administration. This role suits someone who brings warmth to difficult conversations, keeps meticulous notes and takes ownership of follow-through.

Key Responsibilities

• Call Handling and Client Support
  • Answer incoming calls from clients, families, Care Workers, vendors and prospective clients.
  • Listen carefully, calm distressed callers and work with them towards a resolution.
  • Record accurate call notes: caller details, request, urgency and required action.
  • Direct each matter to the right team (Care Management, HR, Sales or Management) and confirm urgent items are received.
  • Resolve routine enquiries directly once trained on the relevant process.
• Roster Support
  • Record client cancellations, Care Worker sick calls and other short-term changes.
  • Update approved systems and notify affected staff and the coordination team.
  • Confirm each change has been handed over and actioned.
• Vendor, Documentation and Follow-up
  • Follow up vendors and support the preparation and tracking of vendor agreements.
  • Track documents awaiting signature, approval or information and chase them to completion.
  • Keep files organised, version-controlled and stored in the approved location.
  • Maintain a task tracker so every request is followed through to completion.
• Sales, HR and General Admin
  • Record new enquiries and book sales calls, consultations and follow-ups.
  • Assist with recruitment admin, candidate scheduling and HR record keeping.
  • Manage calendars, prepare correspondence and provide regular progress updates.

Qualifications

• 2+ years in administration, client service, call handling or a similar role.
• Experience supporting Australian clients or businesses.
• Excellent spoken and written English with a warm, clear and professional phone manner.
• High emotional intelligence and composure with distressed or demanding callers.
• Strong note-taking, organisation and follow-up skills.
• Confident across multiple systems, including cloud phone platforms, CRMs and shared drives.
• Good judgement on when to act and when to escalate.
• Highly trustworthy with confidential client and staff information.

Highly Regarded

• Experience in home care, aged care, disability (NDIS), health or community services.
• Familiarity with RingCentral or similar cloud telephony.
• Experience with rostering or care management software.

What Success Looks Like

• Callers feel heard, reassured and confident their matter is in hand.
• Every call, referral and roster change is recorded accurately and promptly.
• Urgent and sensitive matters reach the right person quickly.
• Follow-ups are closed out and the business owner is kept informed.
• Consistent, reliable availability across both call windows.

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”).