Administration Coordinator

About Teamified

Teamified works with top enterprises and digital native businesses in Australia helping them build their remote teams in India, Philippines and Sri Lanka. We pride ourselves with hiring great teams to work on exciting game changing technology. Teamified currently has 200+ engineers, testers, product managers etc. working across 20+ partners. We focus on uplifting the way organisations build and manage their remote teams through great working relationships, trust, integrity, culture and hiring processes. Additional to this we are building our own technology product offerings. We strive to deliver the best outcomes for our customers, our partners and

our people.

About the Role

The role requires strong organisational skills and attention to detail while upholding confidentiality and professionalism.

Ranking: importance of skills and experience:

1. Essential: Must have solid experience. Without this, job success is not possible.
2. Very Important: Strongly required and closely tied to performance or outcomes
3. Operational: Regularly applied or performed.
4. Supportive: Helpful but not central; used or performed in limited situations.
5. Nice to Have: Useful but non-essential

Key Responsibilities

Business Administration Support:

• Provide administrative support to the Managing Director (MD). (1)
• Assist with HR administration, including new employee onboarding and maintaining personnel records. (4)
• Organise meetings, calendar appointments, and documentation for key business activities. (1)
• Coordinate and manage travel bookings, accommodation, and itineraries. (3)
• Provide ad hoc administrative support as required. (4)

Bookkeeping & Financial Administration (for the NZ & Australian companies):

• Client invoicing – Ensure all invoices are generated, sent, and followed up professionally.(1)
• Receivables management – Follow up on outstanding client payments in a timely manner.(1)
• Accounts payable – Enter and track payables to ensure obligations are met. (1)
• Payroll coordination – Assist with PAYG, superannuation deductions, and payroll processing. (1)
• Cashflow management – Monitor and track fixed costs and revenue. (1)

Systems & Process Management:

• Maintain and update CRM with monthly sales data. (3)
• Process client invoices and track receivables, ensuring timely payments. (1)
• Oversee employee onboarding and offboarding, ensuring all processes are followed correctly. (4)
• Maintain the company asset register and ensure compliance with internal policies. (3)

Skills & Experience Required

Essential:

• Ability to manage confidential information with discretion. (1)
• Strong organisational skills, including previous experience in a support role. (1)
• Attention to detail, consistently delivers precise and error-free work. (1)
• Experience in financial administration, invoicing, and bookkeeping. (1)
• Strong proficiency in Xero (Payroll, Cashflow, Financial Reporting) (1)
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) (1)
• Excellent written and verbal communication skills.(2)
• Proactive approach to problem-solving.(2)
• Experience with CRM software.(3)

Employment Policies

• Confidentiality & Compliance: Employees must comply with the Privacy Act 2020 and maintain confidentiality in handling business and financial records.

Best Fit Personality Style

The role requires someone dependable who can support the Managing Director, coordinate administrative functions, and steadily manage routine operational tasks without external stimulation or direct customer interaction.

The key personality traits that would fit best are:

• Conscientious: analytical, precise, dependable
• Steady: supportive, calm, consistent

Conscientious Key Traits:

• Detail-oriented and analytical
• Precise, systematic, and thorough
• Follows rules, standards, and procedures
• Values accuracy and quality over speed
• Comfortable working independently

Why it fits:

• This role demands high levels of accuracy (especially in financial tasks like invoicing, payroll, and bookkeeping), adherence to process, and managing confidential information. 
• A strong Conscientious style thrives in structured, remote work settings where clear expectations, systems, and attention to detail are key.

Steady Key Traits:

• Reliable, consistent, and supportive
• Prefers stability and routine
• Works well behind the scenes
• Patient and a good team player
• Values cooperation over conflict

Why it fits:

• The role requires someone dependable who can support the Managing Director, coordinate administrative functions, and steadily manage routine operational tasks without external stimulation or direct customer interaction.