Operations project coordinator

Job Overview

Our client is seeking a highly organized and proactive Operations Project Coordinatorto support leadership across multiple business entities. This is primarily an operations and project coordination role, with light Sales Development support to assist in managing leads, client follow-ups, and proposal coordination. The ideal candidate is extremely organized, execution-focused, and comfortable working across both internal operations and client-facing coordination tasks, with some exposure to sales or business development workflows.

Schedule

Monday – Friday, 8:00 AM – 5:00 PM AEST, with 1 hour break (40 work hours per week)

Responsibilities

Executive & Administrative Support

• Manage day-to-day administrative operations across multiple business entities
• Handle document management, filing, and version control (SharePoint or similar systems)
• Prepare, format, and send client documents including proposals, contracts, and invoices
• Support leadership with scheduling, coordination, and operational execution
• Maintain organized workflows across multiple projects and stakeholders

Project Coordination

• Coordinate client onboarding, workshops, and internal project delivery timelines
• Manage logistics for events, training sessions, and client programs
• Track progress across multiple projects and ensure deadlines are met
• Serve as the coordination point between leadership, internal teams, and clients
• Ensure smooth execution from planning through to delivery

Light Sales Development Support

• Assist with lead follow-ups and client communications
• Support CRM updates (GoHighLevel or similar systems)
• Help coordinate proposals and basic sales pipeline organization
• Ensure timely responses and follow-ups with prospects and clients
• Support conversion process by maintaining structured sales activity tracking

Systems & Reporting

• Maintain CRM accuracy and operational tracking systems
• Support reporting on project progress, client activity, and workflows
• Ensure proper documentation across all systems

Requirements

• Proven experience as an Executive Assistant, Project Coordinator, or Operations Support role
• Exposure to Sales Development, Lead Follow-ups, or CRM management is a strong advantage
• Strong organizational and multitasking abilities
• Professional English communication skills for international business calls.
• Ability to work independently with minimal supervision
• Experience with CRM tools (GoHighLevel or similar) preferred
• Strong attention to detail and high execution discipline
• Comfortable working across multiple projects and business units
• Proactive, structured, and solution-oriented mindset

Ideal Candidate Profile

• Highly organized and structured operator
• Strong background in executive support or project coordination
• Comfortable handling multiple priorities at once
• Some exposure to sales, lead follow-ups, or CRM systems
• Proactive and takes ownership without needing constant direction
• Detail-oriented with strong execution discipline
• Thrives in fast-paced, multi-business environments

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring