Data Management Coordinator

Important Notes for Applicants

• Engagement Type: This is a full-time independent contractor engagement, not an employment relationship.
• Compensation: The professional fee range of AUD 1200 to AUD1800 per month is an all-inclusive rate for the contractors services.
• Schedule: While this engagement follows a standard 5-day workweek, the contractor must be open to handling weekend deliverables if required.
• Experience Requirement: We kindly ask that you express interest only if you have substantial experience in administrative support, data management, advanced Excel skills, and virtual coordination. The client is seeking a contractor who can confidently step into the scope of work and contribute from day one, as there is limited capacity for extensive training or onboarding support. If you feel ready to take on this responsibility, we would love to hear from you!
• Growth Opportunity: This engagement offers significant room for personal and professional development within an AI-driven, innovative company.

Selection Process

• Initial Discussion with VargasAndrews (30 to 45 minutes) An initial conversation to learn about your background, experience, and professional goals. Youll also have the chance to ask questions about the engagement and the client.
• Technical Live Assessment with the Client (60 to 90 minutes) This stage evaluates your practical capabilities in data management, advanced Excel functions, and problem-solving through real-time scenarios relevant to the scope of services.
• Behavioral Interview with the Client (60 minutes) Focuses on your professional communication style, organizational skills, and how you collaborate in a virtual environment.
• Pre-Engagement Steps (10-15 minutes)
  • IT Audit: To ensure compliance with technology standards and security protocols.
  • Reference Check: We will contact your provided professional references to verify your history and capabilities.
  • Pre-Engagement Call with the Founder (30 to 60 minutes)A final conversation to discuss the engagement terms, expectations, and answer any remaining questions. You'll also learn more about the company's vision and long-term goals.

About the hiring company

Smart Suites manages a collection of over 100 rooms for short-term vacation rentals across the vibrant locales of Rocklea, Sunnybank, Acacia Ridge, and Kuraby, Queensland. Guided by our core values of Customer Obsession, Accountability, Curiosity, Humility, Efficiency, and Teamwork (CACHET), we are committed to delivering exceptional hospitality experiences.

Smart Suites is an AI-driven company, continuously adopting and integrating advanced technologies and automation to enhance efficiency, decision-making, and customer satisfaction. We seek independent contractors who are equally passionate about leveraging AI tools, data-driven insights, and digital systems to improve operations and service delivery.

At Smart Suites, we ensure every guest's stay is not only clean and comfortable but also infused with personalized excellence that leaves a lasting impression.

Position Summary:

Smart Suites is seeking a tech-savvy and highly analytical Data Management Coordinator to engage as an independent contractor, delivering versatile administrative and data-related services to the Special Projects Department and other departments.

Operating remotely from the Philippines, the Data Management Coordinator will function as a General Virtual Assistant with a strong focus on advanced data handling, process automation, and digital support. The ideal contractor is highly skilled in MS Excel including advanced formulas, pivot tables, data analysis, and reporting and comfortable working with AI-driven tools to improve workflows and create operational efficiencies. This engagement is ideal for a multi-skilled professional who thrives in a fast-paced, technology-driven environment and enjoys transforming complex data into actionable insights.

Scope of Services

The Data Management Coordinators engagement will include the following scope of services:

• Perform accurate data entry, cleaning, and maintenance across various systems and spreadsheets.
• Develop and maintain process documentation, guides, and SOPs to ensure consistency and operational clarity.
• Consolidate, analyse, and interpret complex data sets to support decision-making within the Special Projects Department and with other departments.
• Design and produce advanced reports, dashboards, and data visualizations using MS Excel and other digital tools.
• Implement basic automation techniques (e.g. Excel macros, Power Query) to enhance data workflows and reduce manual work.
• Support the adoption and use of AI tools to improve efficiency and data analysis processes.
• Assist in managing digital tools and project management platforms (e.g. MS Planner, Asana, Trello, Airtable).
• Coordinate virtual meetings, schedules, and communication for Special Projects team initiatives.
• Prepare presentations and visual materials for reporting and project updates.
• Conduct online research and compile findings to support operational or strategic projects.
• Act as the initial point of contact for clarifications on data processes, documentation, or project updates within the department.
• Maintain well-organized digital filing systems for all data and project-related materials.
• Monitor task progress and follow up with stakeholders to ensure deadlines are met.
• Proactively identify opportunities for process improvements and propose tech-driven solutions.

Key Skills and Qualifications

• Minimum 3 years experience in a Virtual Assistant, Data Coordinator, or similar administrative role.
• Advanced proficiency in MS Excel, including complex formulas, pivot tables, data modelling, charts, and report automation.
• Experience working with AI tools or automations to enhance efficiency and data processes.
• High accuracy and attention to detail in managing large or complex data sets.
• Strong communication skills for clear virtual collaboration and documentation.
• Skilled in developing SOPs, process guides, and training materials.
• Capable of generating data-driven reports and translating insights into actionable recommendations.
• Proficient in other digital tools such as Google Sheets, Trello, Asana, Airtable, or M365.
• Highly organized, able to manage multiple tasks and shifting priorities independently.
• Analytical and problem-solving mindset, comfortable proposing tech-based solutions.
• Familiarity with Australian business practices and standards is desirable but not required.
• Comfortable working in a fast-paced, AI-driven environment.

Key Performance Indicators:

Data Accuracy:
The contractor is expected to ensure high accuracy and consistency when entering and updating data across systems. The target is to maintain at least 99% error-free data submissions each month.

Documentation Quality:
Timely and clear creation or updates of process documentation and standard operating procedures (SOPs) is required. All SOPs must be updated within 10 days following any process change.

Reporting:
Regular and ad-hoc reporting must be delivered on time, accompanied by advanced Excel analyses and actionable insights. The expectation is that reports are timely and decision-ready.

Automation Adoption:
The contractor should proactively identify and implement automation solutions using Excel or AI tools to improve workflow efficiency. At least one automation initiative should be completed each quarter.

Communication:
Maintaining clear and responsive communication within the virtual team is essential. The contractor must respond to internal requests within an average of 24 hours.

Process Improvement:
The role includes identifying and proposing solutions that enhance efficiency or incorporate new technologies. A minimum of one documented process improvement initiative should be submitted per quarter.

Tool Utilization:
All assigned digital tools for tracking and reporting must be used effectively. Full (100%) utilization of approved tools is required, with minimal user errors or technical issues.

Task Completion:
Deliverables and assigned tasks must be completed on time. At least 95% of all assigned tasks should be submitted by their agreed deadlines.

Collaboration:
Active and professional participation in virtual meetings and team engagements is expected. The contractor must attend at least 95% of scheduled meetings on time and contribute proactively.