Client Operations / Admin Coordinator

Client Operations / Admin Coordinator Full-time, 100% Remote Client Operations / Admin Coordinator, are you there? Hey there! 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 About our client Our client is a fast-growing Australian RegTech company that provides an R&D Tax Management Platform, helping innovative businesses streamline the capture of R&D evidence and expenditure. As the business continues to grow, they are looking for a highly organised Client Operations / Admin Coordinator who thrives in startup environments and enjoys bringing structure to fast-moving teams. About RunRemote Our mission is to help connect the top-rated remote talent with the world's best job opportunities. Our key markets and clients are located in the US, AUS, UK & Canada just to name a few. All of our roles are full-time and 100% remote, cutting out the daily commute, and providing top-rated talent with the best job opportunities, all from the comfort of their home. 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. Skills you have: 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. You'll be entitled to: Great opportunities for career growth. Opportunity to work in an amazing environment. Department Operations Role Executive Assistant Locations Remote, Philippines Remote status Fully Remote Monthly salary AUD2,000 - AUD2,500