Operations & Administration Coordinator (Night Shift)
Position Summary
The Operations & Administration Coordinator provides critical overnight operational support to ensure business continuity for an Australian-based healthcare and disability services organization. The role is responsible for workforce scheduling and rostering, finance administration support, credentialing and compliance coordination, inbox management, and general operational administration.
This position requires a highly organized and proactive professional who can work independently, manage multiple priorities, and ensure all operational activities are progressed before the commencement of the Australian business day.
Key Responsibilities
1. Workforce Scheduling & Rostering
- Manage end-to-end staff rostering and shift allocation.
- Fill roster vacancies and coordinate last-minute schedule changes.
- Maintain scheduling systems and calendars to ensure accurate workforce planning.
- Monitor scheduling queues and inboxes and action requests promptly.
- Communicate roster updates and confirmed schedules to staff and stakeholders.
- Coordinate with internal teams and external workforce members regarding availability and scheduling requirements.
- Monitor overnight scheduling activities and ensure operational readiness for Australian business hours.
2. Finance & Administration Support
- Assist with accounts payable and accounts receivable administration.
- Process invoices, financial records, and supporting documentation.
- Maintain accurate filing systems and financial records.
- Prepare reports, correspondence, and administrative documentation.
- Monitor finance inboxes and escalate urgent matters.
- Support reconciliation activities and data entry requirements.
- Utilize systems including Xero, Microsoft 365, and CRM platforms.
3. Compliance & Credentialing
- Coordinate employee credentialing and onboarding documentation.
- Verify, track, and maintain compliance records.
- Monitor qualification and certification expiry dates.
- Ensure non-compliant staff are identified and restricted from roster allocation where required.
- Support audit preparation and compliance reporting activities.
- Escalate compliance risks and documentation gaps promptly.
4. Operational Support
- Provide overnight operational coordination to support Australian teams.
- Ensure inboxes, requests, and workflow queues are reviewed and progressed.
- Maintain accurate handover notes and task documentation.
- Coordinate bookings, travel arrangements, and operational logistics.
- Support urgent operational requests and on-call activities as required.
- Facilitate seamless transition of work between offshore and Australian-based teams.
5. Stakeholder Communication
- Liaise professionally with Australian-based colleagues, healthcare workers, clients, and external stakeholders.
- Respond to inquiries in a timely and professional manner.
- Coordinate communication regarding roster changes, compliance issues, and operational updates.
Qualifications & Experience
Essential
- Bachelor's degree or diploma in Business Administration, Office Management, Accounting, or related field, or equivalent work experience.
- Minimum 2–3 years' experience in administration, operations coordination, workforce scheduling, or similar roles.
- Experience supporting finance administration functions.
- Experience managing multiple priorities in a fast-paced environment.
- Strong Microsoft 365 proficiency.
Preferred
- Experience within healthcare, aged care, disability support, staffing, recruitment, or professional services sectors.
- Experience supporting compliance, credentialing, or risk management activities.
- Experience working with Australian businesses or offshore support teams.
Technical Skills
Experience with:
- Microsoft 365 (Outlook, Teams, SharePoint)
- Xero
- CRM systems
- Scheduling and rostering platforms
- Employment Hero
- KeyPay
- DocuSign
- Canva
- Twilio
- 3CX
Key Competencies
- Strong organizational skills
- Attention to detail
- Time management
- Problem solving
- Professional communication
- Confidentiality and data privacy awareness
- Independent decision-making
- Stakeholder management
- Adaptability and learning agility
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