Operations and System Coordinator (with AU Mortgage Experience)

Position: Operations and Systems Coordinator

Salary:  1800 to 2300 AUD per month (depending on skills and experience)

Working Hours & Conditions: Mondays to Fridays; 9:00 AM- 6:00 PM AEST

Holidays : Australian Holidays and/or PH Holidays

OVERVIEW:

The company is looking for an Operations & Systems Coordinator to support the day-to-day running of the business, improve internal processes, and take ownership of the systems, administration, and project work that keeps everything moving. This role sits at the intersection of technology, documentation, and operations — suited to someone who is highly organised, comfortable with Microsoft 365, and can independently identify and fix inefficiencies without being told where to look. You will work closely with the Director and wider team to ensure the business is well-documented, well-systemised, and running smoothly

RESPONSIBILITIES

Liaise internally with the Director and all team members; and externally with IT providers and system vendors as required.

Systems & Administration

• Create and manage user accounts, licences, and permissions within Microsoft 365.
• Maintain SharePoint sites, document libraries, templates, and company resources.
• Build and maintain Microsoft Forms used across the business.
• Provide day-to-day support to staff across Outlook, Teams, SharePoint, and Microsoft 365.
• Maintain hardware and IT asset registers; liaise with external IT providers when required.

Process & Documentation

• Write, update, and maintain SOPs, process guides, and internal documentation to a clear and consistent standard.
• Create process maps for key operational workflows and maintain the company’s operational knowledge base.
• Review existing processes to identify inefficiencies or gaps and recommend practical improvements.
• Ensure all procedures remain current as systems and processes evolve.

Onboarding & Team Support

• Coordinate onboarding for new staff — equipment setup, system access, and induction resources.
• Maintain onboarding checklists and training records; coordinate equipment ordering and returns for starters and leavers.
• Provide general recruitment and people administration support as required.

Automation & Technology

• Build, test, and maintain Power Automate workflows to streamline business processes.
• Assist with AI and automation projects across the business; identify manual processes that can be improved or automated.
• Test new systems and workflow improvements before rollout; document all automation changes and procedures.

Compliance & Governance

• Maintain compliance registers, policies, and business records; track completion of mandatory training requirements.
• Assist with audit and accreditation preparation; ensure documentation is stored correctly and easily accessible.
• Maintain document version control and record management standards across the business.

Project Support

• Coordinate operational projects and business improvement initiatives — track actions, deadlines, and deliverables.
• Schedule meetings, maintain project documentation, and follow up outstanding actions with team members and suppliers.
• Assist with the rollout of new systems and business processes.

QUALIFICATIONS:

• Minimum 2 years of experience in an operations, systems, or business administration role
• Solid hands-on experience with Microsoft 365 — including Outlook, Teams, SharePoint, and Forms administration
• Proven experience writing SOPs, process documentation, and operational guides
• Strong organisational and time management skills with the ability to manage multiple priorities simultaneously
• Excellent written communication skills and high attention to detail
• Ability to learn new systems quickly and work independently with a proactive, ownership-driven mindset
• Comfortable identifying and resolving inefficiencies without waiting for direction

PREFERRED SKILLS (NICE TO HAVE):

• SharePoint administration experience
• Microsoft Power Automate — workflow building and maintenance
• Zapier or similar automation platforms
• Xero experience
• Process mapping tools and methodology
• Project coordination experience
• Background supporting a growing SME business
• Experience in financial services, mortgage broking, or professional services