Coordinator Support (Australian Client/Day Shift)

About Brainbox

Brainbox is a unique BPO that focuses not only on delivering excellent service but also on fostering an amazing culture. Rooted in our core value of 'Always Be Kind', we prioritise kindness in every policy, decision and action. Our Philippines management team is composed entirely of Filipinos, and we provide unlimited training and HMO benefits from day one to help our people grow and become their best selves.

The Role

We are looking for a Coordinator Support to provide administration and coordination support to an Australian program team. You will keep schedules, records, documents and follow-ups moving so the team can stay focused on delivering their programs. This role suits someone organised and dependable who enjoys being the person who keeps things on track.

Our client is an Australian not-for-profit organisation that delivers community health programs across metropolitan and regional areas, working alongside partner health services and funded through grants and sponsorship.

Key Duties

• Visit Coordination and Scheduling
• Build and maintain the clinic visit schedule against fixed visit dates.
• Confirm visit details with schools, community health services and internal teams.
• Spot date clashes, gaps or changes early and raise them with the Outreach Coordinator the same day.
• Consent and Records
• Send, track and follow up consent forms until every one is returned before the visit date.
• Enter and check records daily in the client's records system.
• Keep records accurate, complete and ready for clinical use.
• Reporting and Administration
• Maintain tracking spreadsheets and prepare regular reports on visits, consents and outcomes.
• Manage shared inboxes, files and general outreach administration.
• Prepare documents and presentations using Microsoft Office.
• Stakeholder and Funding Support
• Prepare written correspondence to external stakeholders.
• Gather data and supporting information for funding reports and acquittals.

Essential

• Proven experience running a deadline-driven schedule with minimal supervision.
• Demonstrated experience following up outstanding forms, documents or replies from multiple people until every item is closed out against a fixed date.
• Daily data entry and checking in a client, case or records management system, not spreadsheets alone.
• Advanced Microsoft Excel skills, including building and maintaining your own tracking spreadsheets. Proficient in Word and PowerPoint.
• Excellent written English, with experience writing directly to external stakeholders.
• Clear, friendly communication skills and the ability to build rapport with families, community partners and colleagues.
• Strong attention to detail, with your own routine for checking work before it goes out.
• Raises issues promptly rather than waiting to fix them later.
• Able to work independently to a fixed weekly rhythm with work reviewed by exception.

Preferred

• Administration experience in health, community services or the not-for-profit sector.
• Experience supporting Australian clients.

Perks

• Attractive and competitive salary
• Tenure-based and performance-based incentives
• Paid time off
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, (easy public transportation access), near residences, malls and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.