Offer summary

Qualifications:

Strong organizational skills with high attention to detail., Proficiency in Microsoft Office suite, especially Excel for data management., Excellent written and verbal communication skills., Experience with document management and purchase order processing preferred..

Key responsabilities:

Manage and maintain the master tracking system for purchase orders and logistics.

Coordinate internal and external communications throughout project lifecycles.

Create and update standard operating procedures for administrative processes.

Monitor and reconcile invoices against purchase orders and internal tracking systems.

Job description

This is a remote position.

Job Title: Administrative Operations Coordinator

Work Schedule: Monday to Friday 9:00am to 6:00pm Sydney Time with 1 hour unpaid break.

Candidate-facing description: Join a dynamic healthcare equipment and construction company where you’ll play a pivotal role in managing critical business operations across multiple divisions. As the Administrative Operations Coordinator, you’ll be responsible for ensuring seamless communication, maintaining data integrity, and coordinating essential documentation for medical equipment supply, healthcare construction, and specialized infection prevention systems. This role offers an exciting opportunity to work with cutting-edge medical technology while developing and maintaining crucial business processes that directly impact healthcare delivery across Australia.

Responsibilities:

Manage and maintain the master tracking system for purchase orders, ensuring accurate documentation of all orders, costs, and logistics
Process and validate purchase orders within established timeframes, verifying pricing accuracy against current supplier rates
Maintain comprehensive documentation for all projects, orders, and service activities across three business divisions
Coordinate internal and external communications throughout project lifecycles, ensuring real-time updates to all stakeholders
Implement and maintain standardized processes for delivery tracking and quality control
Ensure all job-related documentation is properly collected, organized, and maintained in appropriate filing systems
Monitor and reconcile invoices against purchase orders and internal tracking systems
Create and update standard operating procedures (SOPs) for administrative processes
Respond to communications within established timeframes, maintaining constant contact with stakeholders
Manage social media scheduling and content distribution (secondary priority)
Process all purchase orders by close of business on day of receipt
Maintain accuracy of pricing and product information across all systems
Track and document all stages of project delivery across three business divisions
Manage document organization for medical equipment supply, construction projects, and infection prevention systems
Coordinate with internal teams to ensure proper data collection and documentation
Support the standardization of processes across all business units
Handle confidential business information with appropriate discretion

Requirements

Strong organizational skills with high attention to detail
Proficiency in Microsoft Office suite, particularly Excel for tracking and data management
Experience with document management and filing systems
Excellent written and verbal communication skills
Ability to maintain accurate records and perform data entry with high accuracy
Strong process orientation with ability to document and follow established procedures
Experience with purchase order processing and tracking preferred
Ability to work independently and manage multiple priorities
Understanding of basic accounting principles for invoice reconciliation
Comfortable learning and adapting to new software systems