Onboarding & Licensing Administrator

Responsibilities:

You’ll bring structure, accuracy, and strong attention to detail to a fast‑paced environment — ensuring smooth, consistent onboarding cycles while providing precise administrative support for crew in licensing.

• Coordinate and manage logistics for onboarding and licensing classes, including schedules, rosters, facilities, equipment preparation, and systems access until their transition to the appropriate administrative team responsible for training.
• Act as a liaison between all partners involved in onboarding and licensing (HR, Licensing & Registration, Licensing Support, Compliance, IT, facilities, and site leadership).
• Balance ongoing onboarding cycles with administrative needs of crew already in licensing.
• Track and audit onboarding and licensing data in Excel and internal systems to ensure accuracy and completeness across processes.
• Maintain workflow tools such as Power Automate, Oracle, Planon, and Microsoft 365.
• Update and maintain standard work, documentation, and process materials while applying VMS and continuous‑improvement principles to streamline onboarding and licensing administration workflows.

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Qualifications:

• Bachelor’s degree or equivalent experience.
• 2–3 years of experience in operations, HR operations, onboarding, administrative support, or similar structured workflows.
• Strong organizational skills and experience coordinating multi‑step processes in a fast‑paced environment.
• Detail‑oriented mindset with the focus to maintain consistency in routine tasks while catching nuanced changes across interconnected processes.
• Clear and confident communication with cross‑functional partners.
• Ability to learn systems quickly and manage multiple platforms.

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Preferred Qualifications:

• Strong Excel and Microsoft 365 skills, with comfort managing data accurately across systems.
• Exposure to workflow or vendor platforms (Oracle, Planon, Pass Perfect, Workday).
• Comfort using or learning workflow automation tools (Power Automate).
• Calm, adaptable, and process‑focused mindset.

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Special Factors

Sponsorship

About Vanguard

At Vanguard, we don't just have a mission—we're on a mission.

To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.