Operations & Systems Officer (Admin Assistant) - (017-0977)

​​Looking for Philippines-based candidates

Job Role: Operations & Systems Officer

Work Schedule: AU business hours (approx. 9 AM - 5 PM, Monday to Friday)

Compensation range:  $2,000 AUD / Monthly

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be formally employed through an Employer of Record (EOR) arrangement. We are not an outsourcing agency. All of our roles are 100% remote, so you’ll be able to work from home.

Who The Client Is: The client is an established faith-based organization and community hub located in the suburbs of Melbourne. Beyond their weekly services, they are deeply involved in philanthropy, running a widely recognized community relief arm that assists thousands of families annually. They are led by a passionate team dedicated to empowering people and building a strong, supportive culture. 

With multiple departments working collaboratively across administration, operations, finance, and community engagement, the organisation is focused on building sustainable systems that enable its people to work more effectively and efficiently. As the organisation continues to grow, leadership has identified an opportunity to improve internal processes, streamline information management, and introduce modern technologies to support day-to-day operations. 

They are seeking someone who enjoys creating order from complexity, improving workflows, and helping teams work smarter through systems, automation, and structured problem-solving. This role offers the opportunity to make a genuine impact by helping shape how information, processes, and technology are used across the organisation.

Role Overview: We are looking for a highly organised, tech-savvy, and systems-minded professional who thrives on building systems, solving operational challenges, and improving the way teams work.

This is not a traditional administrative support role focused solely on scheduling and data entry. Instead, you'll become a key operational resource responsible for improving workflows, documenting processes, supporting system adoption, and helping implement new technologies and AI-driven solutions across multiple departments.

Initially, the role will focus heavily on reviewing, building, and optimising systems, processes, and workflows across the organisation. Over time, as those systems mature, the role will evolve into maintaining and enhancing those systems, supporting staff adoption, and contributing to operational projects, research initiatives, and cross-functional business improvements.

The ideal candidate is naturally curious, enjoys learning new technologies independently, and can identify opportunities to improve efficiency without waiting for direction. Success in this role will come from being adaptable, proactive, and comfortable working across a variety of operational, administrative, and project-based activities.

Key Responsibilities: 

• Manage and maintain key organisational platforms, databases, and administrative systems
• Provide operational, systems, and project support to senior leadership across Operations, Finance, Business, and Ministry functions as required
• Support the rollout, adoption, and ongoing maintenance of organisational systems and processes
• Deliver training, guidance, and user support to staff to encourage effective system utilisation
• Conduct research and provide recommendations on new technologies, tools, and process improvements
• Participate in cross-functional projects and contribute to continuous improvement initiatives across the organisation
• Assist management in implementing new operational initiatives and organisational change projects
• Monitor system effectiveness and proactively recommend enhancements to improve user experience and operational outcomes
• Become a subject matter expert in internal platforms, including Planning Center Online, Brushfire, Microsoft OneDrive, SharePoint, and related tools
• Review existing workflows and identify opportunities for process improvement and automation
• Create, document, and maintain standard operating procedures (SOPs), training materials, and internal process guides
• Assist with the implementation and adoption of AI tools and workflow enhancements across multiple departments
• Build structured systems that improve information management, reporting, and collaboration
• Generate reports and dashboards to support operational decision-making
• Coordinate administrative projects and system improvement initiatives
• Provide general administrative support across operations, administration, and finance functions as required
• Support user onboarding, system organisation, and internal documentation management
• Liaise with team members to understand operational challenges and recommend practical solutions
• Continuously seek ways to improve efficiency, consistency, and scalability across the organisation

Required Skills and Qualifications:

• Minimum 3–5 years of remote work experience in an administrative, operations, systems, or project support role
• Demonstrated systems thinking with the ability to analyse inefficiencies and design practical solutions
• Strong adaptability and ability to manage evolving responsibilities in a dynamic environment
• Experience supporting operational projects, change initiatives, or business improvement programs is highly desirable
• Comfortable training and supporting end users with varying levels of technical confidence
• Demonstrated ability to work effectively across multiple teams and stakeholder groups
• Strong technical aptitude and confidence in learning new software independently
• Experience working with Microsoft 365 applications, particularly SharePoint, OneDrive, Teams, and Excel
• Proven ability to build, improve, and document business processes and workflows
• Strong problem-solving and analytical thinking skills
• Excellent organisational skills and attention to detail
• Ability to manage multiple projects and priorities simultaneously
• Strong written and verbal English communication skills
• Experience working autonomously in a remote environment
• Ability to create clear documentation, process maps, and training materials
• Proactive mindset with a genuine interest in improving systems and operations
• Comfortable exploring and implementing AI tools to improve efficiency and productivity

Nice to Have

• Experience with Planning Center Online, Brushfire, or similar CRM/event management platforms
• Exposure to workflow automation tools such as Zapier, Make, Power Automate, or similar platforms
• Experience supporting community, not-for-profit, membership-based, or service-oriented organisations
• Project coordination or operations support experience
• Experience implementing AI-assisted workflows or knowledge management systems
• Familiarity with data reporting, dashboards, and process optimisation methodologies

Growth & Evolution of the Role

This role is intentionally designed to evolve over time.

Initially, the successful candidate will spend significant time reviewing, improving, documenting, and implementing systems and workflows across the organisation. As these foundations become established, the focus will gradually shift towards maintaining those systems, supporting staff adoption, contributing to strategic projects, and assisting leadership with broader operational initiatives.

The organisation is seeking someone who enjoys variety, continuous improvement, and the opportunity to grow alongside the business. Candidates who are excited by change, innovation, and solving new challenges will thrive in this environment.

Work Arrangement & Expectations:

This is a remote role that will be set up via an Employer of Record (EOR) service.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile

Requirements

Benefits