Workforce & Administrative Coordinator
5 days ago
This is a remote position.
Job Highlights
Contract: Independent Contractor
Work Schedule: Monday to Friday, 40 hours a week
Client Timezone: Australia/Sydney (AEST)
Responsibilities
- Manage roster scheduling and coverage for 30+ staff members across 10 different locations
- Handle after-hours roster changes and staff availability coordination (3-4 calls per week typically)
- Maintain compliance tracking for all employees to ensure certifications and requirements are current
- Create and manage staff availability databases and tracking systems
- Prepare quotes and tenders for clients using existing templates and customizing as needed
- Coordinate with contractors for job requests, pricing, and project organization
- Lead migration project to consolidate all systems onto Microsoft platforms
- Manage and organize email inboxes across 10 different email accounts for 4 companies
- Provide weekly summaries of completed work, pending items, and upcoming priorities
- Conduct research and make cold calls to startup companies and building managers
- Organize meetings and appointments as needed
- Implement new administrative processes and systems to improve operational efficiency
Scope
- Monday to Friday, 8:00 AM to 5:00 PM (8 hours + 1 hour unpaid lunch)
- Managing workforce of 30+ employees across 10 locations
- Handling approximately 850 hours of weekly staff scheduling
- Supporting facility services operations including cleaning and concierge services
- Working across 4 different companies under the client's business umbrella
- Primary focus on administrative support with workforce management component
- Potential for after-hours availability for urgent roster changes (to be determined)
- Direct reporting relationship with business owner/leadership team
- Strong communication skills for phone-based coordination and client interaction
- Proficiency with administrative tools and software platforms
- AI literacy with ability to use ChatGPT and similar tools effectively
- Experience with workforce management or scheduling systems preferred
- Research capabilities and comfort with cold calling
- Document creation and template customization skills
- Ability to work independently and manage multiple priorities
- Experience with Microsoft Office suite and system migrations preferred
- Attention to detail for compliance tracking and database management
- Permanent work from home
- Immediate hiring
- Steady freelance job
ZR_27181_JOB
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