Administrative & Operations Coordinator – Online Gaming Events

Position Overview

The Administrative & Operations Coordinator is responsible for the nightly operational delivery, financial reconciliation, and administrative compliance of a network of community-gaming pub poker events. The role ensures seamless end-to-end execution across nine weekly recurring events, operating under community gaming laws, and supporting multiple Not-For-Profit (NFP) partners.

This position plays a critical function in safeguarding financial integrity (money-in/money-out), maintaining compliance with monthly permits, coordinating event staff rosters, and updating marketing and operational reporting. Operating within a highly structured, rule-based environment, the Coordinator is the backbone ensuring each event runs accurately, transparently, and in line with regulatory and NFP obligations.

This is a night-shift role (6:00 pm – 1:00 am AWST) with higher workload intensity during the start of each month when permits are issued and financial returns must be processed within strict timeframes.

Core Responsibilities

A. Operational Coordination (Events & Gaming Compliance)

• Monitor, manage, and support nine recurring weekly pub poker venues with multiple events per venue.
• Ensure each event is run in accordance with community gaming laws and internal operational procedures.
• Maintain and update cloud-based tournament and registration systems, including Let's Poker tournament software.
• Collect and validate gaming sheets, ensuring accurate sanitisation (clean-up, validation, consistency checks) for daily reconciliation.
• Manage event permitting, including monitoring permit releases, tracking potential denials, and coordinating resubmissions if required.
• Ensure each game's individual financial return is prepared and submitted within the required three-day window.
• Maintain coordination with venue staff, game dealers, and registration desk personnel during event operations.

B. Financial Control & Money Movement

• Conduct daily money-in / money-out reconciliation across all events and revenue streams.
• Cross-reference financial activity with gaming sheets, tournament data, and Let's Poker system reports.
• Process and track cash and bank transfers received at registration desks.
• Manage outgoing payments to Not-For-Profit clubs, ensuring timely and accurate disbursements.
• Oversee payroll inputs for approximately 20 event staff, ensuring accuracy against rosters and attendance.
• Perform bank reconciliation and financial maintenance in QuickBooks.
• Escalate discrepancies, missing funds, or permit-related payment issues to senior management

C. Staff & Roster Coordination

• Maintain event rosters for:
• Up to 12 dealers per event
• 2 door/registration staff per event
• Coordinate shift assignments for nine venues with weekly events.
• Validate attendance and ensure payroll data matches rostered and actual hours worked.
• Maintain a centralised roster tracker within cloud-based systems.

D. NFP Stakeholder Liaison

• Act as a daily point of communication for multiple venues and Not-For-Profit organisations partnered with the gaming events.
• Provide transparency around funds raised, financial movements, and permit compliance.
• Respond to queries relating to event returns, payment confirmations, and operational updates.
• Support NFP reporting re requirements utilising information from tournament software, gaming sheets, and reconciled financial data.

E. Reporting, Data Management & Insights

• Pull data from cloud-based systems, spreadsheets, and tournament software into a centralised reporting database.
• Maintain dashboards tracking weekly and monthly event performance.
• Identify basic trends, anomalies, or operational issues (advanced insights preferred but not essential).
• Maintain accurate audit trails across all systems (Let's Poker, QuickBooks, spreadsheets, permit databases).
• Prepare end-of-month and permit-related reporting packets.

F. Marketing & Communications Support

• Manage and update Facebook posts and announcements related to event schedules, promotions, and Let's Poker content.
• Coordinate with internal digital teams to ensure event visibility and accuracy.
• Ensure all marketing posts are delivered on schedule, especially during last-minute event adjustments

Qualifications & Experience

Essential

• 5+ years experience in administration, operations, accounts assistance, or BPO service delivery.
• Strong ability to follow structured, rule-based processes with high accuracy.
• Experience in financial reconciliation, accounts payable/receivable, or cash handling.
• Intermediate-to-advanced spreadsheet skills (Google Sheets / Excel).
• Familiarity with cloud-based operational systems.
• Excellent written and verbal English communication.
• Ability to work night shifts (6pm–1am AWST) reliably.
• High attention to detail across multi-venue, multi-event environments.

Desirable Experience with:

• QuickBooks
• Let's Poker or other tournament management systems
• Community-gaming industry or regulated environments
• Background in BPO environments servicing Australian clients.
• Experience working with Not-For-Profit organisations.

Key Attributes & Competencies

• Integrity & Accountability: Handles money-in/money-out processes with strict discipline.
• Operational Discipline: Follows structured rules, procedures, and daily checklists.
• Problem Solving: Identifies discrepancies and escalates issues proactively.
• Communication Excellence: Comfortably liaises with internal teams, event staff, and NFP partners.
• Time Management: Capable of managing multiple events with overlapping operational windows.
• Analytical Mindset: Able to interpret trends from data and identify anomalies.
• Stress Tolerance: Handles higher workloads at the start of each month when permits are released.

Working Conditions

• Night Shift: 6:00 pm – 1:00 am
• Peak Intensity Periods: First week of each month (permit releases and returns)

Performance Indicators (KPIs)

• 100% on-time submission of event financial returns (within 3-day permit window).
• Zero unresolved financial discrepancies beyond 24 hours.
• Accurate nightly reconciliation across all events.
• NFP funds transferred on schedule at agreed frequencies.
• Complete, error-free rosters published weekly.
• Accurate and timely updates to Facebook & Let's Poker posts.
• Clean, validated gaming sheets and reporting uploads nightly.
• High satisfaction ratings from NFP partners and internal management.

Job Type: Full-time

Benefits:

• Work from home

Application Question(s):

• Do you have hands-on experience with financial reconciliation (money-in/money-out), accounts payable/receivable, or cash handling? Please briefly describe your experience.
• Are you able to work a consistent night shift from 6:00 pm to 1:00 am AWST, Monday to Sunday depending on roster requirements? (Yes or No)
• Please rate your proficiency with spreadsheets (Google Sheets / Excel), particularly in using formulas, data validation, and consolidation of multiple data sources. (Beginner/Intermediate/Advanced)
• Have you previously worked in a structured, rule-based, or regulated environment (e.g., gaming, finance, auditing, compliance, NFP, or BPO handling Australian clients)? If yes, please provide details.

Experience:

• Admin, operations, finance coordination, or accounts: 5 years (Required)

Work Location: Remote