[Hiring] Client Operations / Admin Coordinator @RunRemote

Role Description

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

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.

Qualifications

• 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.

Benefits

• Great opportunities for career growth.
• Opportunity to work in an amazing environment.