Administrative Manager | AU | Hybrid

Setup and Location: Hybrid

Work Schedule: 09:00 AM-6:00 PM (ACST) | 07:30 AM-4:30 PM (PH Time)

Employment Type: Full-time

Ready to do work that actually excites you?

We are seeking an experienced, enthusiastic, and reliable Administrative Manager to join our team. In this role, you will oversee administrative tasks, manage workflows, and support day-to-day operations with efficiency and precision. You will be responsible for ensuring smooth communication, coordinating processes across teams, and maintaining organized systems that drive productivity. By leveraging your strong organizational skills, proficiency with digital tools, and ability to adapt to diverse tasks, you will play a key role in enabling the business to operate seamlessly and focus on strategic priorities.

What You’ll Do

You’ll be the kind of person who:

• Communicate with clients by phone, email, and video call in a professional and helpful way, using systems such as JustCall, Microsoft Teams, Zoom, and WhatsApp to stay connected and provide timely support.
• Build rapport quickly and make sure clients feel supported from start to finish.
• Schedule client and prospect appointments.
• Prepare for coaching sessions by reviewing and downloading reports from the Online Budget Tracker, preparing notes for the coach within the client file note, and ensuring everything is ready for the coaches.
• Handle post-coaching tasks by sending follow-up reports and action items to the client, filing the meeting recording, and scheduling the next session in the coach’s calendar.
• Update client records and systems by recording results in CRMs and trackers, keeping spreadsheets accurate, and ensuring information is up to date for reliable reporting.
• Liaise with providers such as lenders and accountants to raise and resolve queries, requiring attention to detail and excellent follow-up.
• Assist with loan and property transactions from first submission through to settlement.
• Track commissions by maintaining spreadsheets with complex formulas, requiring strong Excel skills.
• Deliver timely and accurate updates to clients and the team.
• Organise and maintain accurate records using cloud-based systems such as SharePoint and OneDrive for document management.
• Create and maintain processes and systems.
• Provide Personal Assistant support to the Managing Director.
• Assist with company website and social media updates.
• Support Xero reconciliation and bookkeeping tasks, requiring good knowledge of Xero.
  
• Maintain regular daily communication with the Managing Director by providing updates on tasks, following up on outstanding items, sharing progress, and checking if any assistance is required to support priorities.
  
• Remind the Managing Director of the day’s appointments and check in advance for any requirements such as reports, files, or call details.
  
• Accompany the Managing Director to selected meetings to take notes, capture task requirements, and record follow-ups, then ensure those actions are completed.

Requirements

What You Bring

We’re looking for someone with:

• High school diploma or equivalent; additional qualifications in Business, Communications, or related fields are desirable.
• Minimum 3–5 years in an Executive Assistant, Team Administrator, or similar coordination role, ideally within a professional services or recruitment environment.
• Good understanding of Xero and bookkeeping.
• Confident using Pipedrive, the full Microsoft 365 suite (Word, Excel, Outlook, PowerPoint, etc.), ClickUp, Zapier, Calendly, and Ignition, with the ability to learn new programs quickly.
• Excellent attention to detail and accuracy.
• Strong problem-solving skills.
• Clear, professional written and verbal communication.
• Ability to work independently and manage priorities.
• Comfortable in a fast-paced, high-volume environment.