[Hiring] Operations & Administration Coordinator @RunRemote

Role Description

We're looking for an Operations & Administration Coordinator for a lean Australian manufacturing and mining services business. If you're highly organised, meticulous with details, comfortable working with numbers and systems, and the kind of person who can take ownership of recurring administrative tasks without needing to be chased, keep reading!

In your day-to-day, you will:

• Operations & Administrative Coordination:
  • Manage recurring administrative workflows across purchase orders, invoicing, quotes, freight bookings, supplier payments, and other day-to-day operational tasks.
  • Maintain accurate records across internal systems, portals, spreadsheets, and shared folders.
  • Keep operational information organised and ensure outstanding actions are followed through to completion.
• Invoicing & Financial Administration:
  • Prepare and process invoices accurately based on purchase orders, labour, products, and other billable items.
  • Assist with financial administration, including monitoring outstanding receivables and following up on payments.
  • Support supplier payment administration, ensuring payments are accurately processed.
• Freight, Orders & Documentation:
  • Process purchase orders and coordinate order information with the relevant warehouse/workshop team.
  • Book freight through online freight portals and ensure required shipment information is accurately entered.
  • Save, organise, and maintain accurate digital records of freight, invoices, delivery documentation, and other operational records.
• Compliance & Document Control:
  • Support recurring compliance and administrative requirements, including maintaining checklists, records, and due dates.
  • Assist with ISO-related administrative tasks, including document reviews and internal audit preparation.
  • Monitor recurring compliance actions, ensuring required tasks are completed within the relevant timeframe.
• Systems, Process & Continuous Improvement:
  • Learn and confidently work across the company's CRM, accounting software, freight portals, and other operational systems.
  • Follow documented SOPs, checklists, and training videos to learn business-specific processes.
  • Identify opportunities to simplify, automate, or improve repetitive administrative workflows.

Qualifications

• 3+ years of experience in administration, operations coordination, executive administration, finance administration, or a similar role.
• Strong experience handling invoices, purchase orders, payments, financial records, or other administrative processes involving numbers.
• Experience using accounting software such as QuickBooks, Xero, MYOB, or similar.
• Exceptional attention to detail, with a highly methodical approach to maintaining accurate records.
• Excellent organisational skills, with the ability to manage daily, weekly, and monthly responsibilities.
• Strong written English communication skills and confidence communicating through email and digital platforms.
• Comfortable working independently and taking ownership of tasks from start to finish.
• Tech-savvy and confident learning new software, portals, systems, and workflows.
• A proactive problem-solver who can figure things out when something doesn't go exactly according to the SOP.
• Comfortable working with structured, process-driven administrative work and recurring tasks.
• Willingness to learn the client's systems, products, processes, and compliance requirements.

Requirements

• Experience supporting a founder, CEO, or leadership team within a small or lean business.
• Experience working in a manufacturing, engineering, mining services, construction, logistics, or other product-based environment.
• Experience with ISO 9001, quality management systems, document control, internal audits, or compliance administration.
• Experience working with CRM systems and maintaining accurate operational/customer data.
• Experience with process improvement, automation, or AI tools used to make administrative workflows more efficient.
• Experience creating, maintaining, or improving SOPs, checklists, process documentation, or training materials.
• Experience working across multiple systems and online portals to manage end-to-end operational processes.
• A strong "figure it out" mentality — you don't need every step spelled out.
• A continuous-improvement mindset and the ability to spot unnecessary work, inefficiencies, and opportunities to make recurring processes simpler.
• Experience working as an independent contractor or within a remote freelance environment.

Benefits

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