Virtual Admin & Marketing Coordinator

Position Summary

We are seeking a highly organised Virtual Admin & Marketing Coordinator to support 
healthcare administration, client records management, Medicare processing, reporting, 
social media management, website content updates, and marketing activities. The role 
requires excellent attention to detail, strong communication skills, confidence working with 
systems, and the ability to manage recurring processes accurately and independently. 

Key Responsibilities 

• Manage client administration tasks through CRM systems and maintain accurate client 
records. 
• Prepare weekly and monthly operational reports, practitioner trackers, and KPI data. 
• Process Medicare, DVA, RACF, consent forms, referrals, and client documentation. 
• Review calendars, create practitioner schedules, and maintain administrative trackers. 
• Upload and manage financial documentation and receipts in Xero. 
• Prepare, organise, and distribute client reports and progress notes. 
• Create and manage social media content for Facebook, Instagram, and community 
groups. 
• Publish website blogs and newsletters using Squarespace and MailerLite. 
• Regularly communicate with external stakeholders, practitioners, clients, referrers, and 
must be comfortable spending a significant portion of their day on phone calls and email 
correspondence.

Candidate Requirements

• Bachelor's degree in Management, Business Administration, Marketing, or a related 
field. 
• Excellent written and spoken English. 
• Strong Microsoft Excel, Word, and Google Workspace skills. 
• Ability to follow detailed procedures and work with a high level of accuracy. 
• Experience in administration, customer service, marketing coordination, or healthcare 
administration preferred. 
• Strong organisational and time-management skills. 
• Ability to learn new systems and software quickly. 
• Experience with CRM systems, social media platforms, and content management 
systems is advantageous.

Systems & Platforms Used 
• Zanda CRM 
• Xero 
• MailerLite 
• Squarespace 
• Canva 
• Meta Business Suite 
• Google Sheets and Microsoft Office