Client Operations / Admin Coordinator

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.