Admin Coordinator and Scheduler (0010-0390)

Looking for Philippines-based candidates

Job Role: Admin Coordinator and Scheduler

Compensation range: $1,500 AUD - $2,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. 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: 

Role Overview: We are seeking a detail-oriented and reliable Overseas Administrative & Scheduling Officer to join our operations team. You’ll play a key role in managing job scheduling, client coordination, and payment administration as part of our integrated structure that combines AI automation, overseas admin support, and a Sydney-based management team.

This role is ideal for someone with strong communication skills, excellent attention to detail, and experience in administrative coordination for service-based or trades-related businesses.

Key Responsibilities: 

1. Job Scheduling & Coordination

• Handle inbound calls transferred from our AI system to book customer jobs.
• Process incoming job requests received via email (e.g., from real estate administrators or clients).
• Contact the nominated person (tenant, site manager, or property owner) to confirm booking details.
• Enter confirmed jobs accurately into the scheduling system (Ascora).
• Send confirmation emails/SMS notifications for all booked jobs.
• Follow up when contact details are invalid or unreachable by emailing the client to request updated information.
• Keep pending jobs organized until valid details are provided.

2. Payment Reconciliation & Accounts Follow-Up

• Match received payments/Remittances against invoices within Ascora.
• Flag any payment discrepancies for review by the Sydney team
• Escalate cases to the Sydney team when:
• A customer disputes charges.
• An account is seriously overdue or requires legal action.

3. Daily Reporting & Communication

• Provide a concise end-of-day report covering:
• Jobs booked.
• Jobs pending (due to incorrect or missing contact information).
• Payments reconciled.
• Maintain clear and timely communication with the Sydney team regarding any issues or exceptions.

Workflow Example:

1. Real Estate Administrator emails a job request with tenant details.
2. You call the tenant, confirm job details, and log the booking into the scheduling system.
3. Send confirmation to the tenant.
4. If contact details are invalid, email the Real Estate Administrator to request updated information.
5. Job remains pending until correct details are received.

Escalation & Support Structure:

• AI System: Handles basic automation (simple bookings, confirmations, and initial triage).
• Overseas Admin (You): Manages all scheduling, communications, and payment administration.
• Sydney Team: Handles escalations such as emergencies, technician issues, disputes, and VIP clients.

Required Skills and Qualifications:

• 2+ years of proven experience in administration, scheduling, or coordination roles.
• Strong English communication skills (written and verbal).
• Excellent organizational and time management abilities.
• Confident phone manner and professional email etiquette.
• Accuracy in data entry and attention to detail.
• Experience using scheduling and accounting systems.
• Ability to work independently and meet daily reporting deadlines.
• Prior experience in admin support for property management, facilities, or trade services (preferred).
• Must be available to handle calls and emails during Sydney business hours.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

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 (clearly marked as “Independent Contractor”)