Operations Coordinator

Indigenous Wealth; Metro Manila; Remote; PHP 1,400,000 - 1,600,000; Full time

Benefits offered by this job

Health fund cover

13th month pay

Paid leave (6 weeks/year)

Fully remote work

SSS, PhilHealth and Pag-IBIG

Job summary

Indigenous Wealth is seeking a senior operations professional to own complex files from signing through settlement and beyond. You will lead by example, ensuring rigorous processes and timely updates across stakeholders.

You will work remotely from the Philippines with a team in Australia, and you will mentor peers while expanding your own scope through three integrated functions: contracts, SMSF administration, and property analysis.

Qualifications

• Fluent English, spoken and written.
• Experience in administration heavy coordination work.
• Based in the Philippines with a reliable home office and stable internet.
• Ability to manage multiple workstreams with deadlines and proactive communication.

Responsibilities

• Own property contracts from signing through settlement and the weeks after.
• Hold cooling off, finance, due diligence, sunset and settlement dates and keep the tracker current.
• Carry settlements from exchange to completion, including extensions or delays.
• Coordinate with conveyancers, lawyers, lenders, developers and property managers and follow up until answers arrive.
• Ensure lawyers’ amendments are in the contract and funds are moved at settlement.
• Coordinate pre-settlement checks and verify finance and insurance are in place.
• Raise invoices at trigger points and verify accuracy against contracts.
• Onboard the property manager and hand the file back complete.
• Provide regular updates to the client and Relationship Manager at every milestone.
• Work across three functions: contracts, SMSF administration, and property analysis, with a plan to cover all three within a year.

Skills

Attention to detail

Procedural discipline

Communication

Organisation

Bias for action

Accountability

Collaborative

Adaptability

Tools

Microsoft 365

HubSpot

DocuSign

Job description

This is a senior appointment. We are looking for somebody who takes complex files and owns them, and who nobody has to chase.

Everyone in our Operations team carries the same title. The level, the responsibility and the pay rise with experience.

ABOUT US

Indigenous Wealth is an Australian company that helps Aboriginal and Torres Strait Islander people build generational wealth through property and self managed superannuation.

Operations is the engine room, and the whole team is here in the Philippines, working alongside our colleagues in Australia. You would be one of its most experienced people from the day you start.

WHAT WE ARE SELECTING ON

• Attention to detail. Relentless rigour in every task, and work that holds up when somebody checks it
• Process. You learn a procedure and work it the same way every time, unwatched, and you speak up when one needs fixing
• Communication. Fluent English, spoken and written. On a call with a conveyancer, a lender or a client you are clear, confident and quick to the point. In writing you are brief, and the reader knows what has happened and what to do next
• Organisation. You hold several workstreams at once, track every deadline, and keep people informed ahead of them asking
• Bias for action. You chase, follow up and close the loop on your own initiative
• Accountability. You take ownership. When something needs fixing you fix it, and you say so
• Collaborative. You earn trust by delivering, and people enjoy working with you
• Adaptability. You move between different kinds of work and shifting priorities, and keep a grip on all of it

LEADERSHIP

You would be one of the most experienced people in the team, and the others would learn from you: how a process should be run, how to handle a difficult one, and what good looks like. We are after somebody who improves the way we work as well as the file in front of them.

For the right person there is room to go further than this role, and we would be glad to help you get there.

THE WORK

You would own property contracts from signing through to settlement and the weeks after it.

• Hold every contractual date: cooling off, finance, due diligence, sunset and settlement, and keep the agreements tracker current so the whole pipeline is visible at a glance
• Carry a settlement from exchange through to completion, including the difficult ones, and manage any extension or delay
• Work with conveyancers, lawyers, lenders, developers and property managers, and follow up until the answer actually arrives
• Confirm the lawyers’ amendments are in the contract before exchange, and that the funds have moved and the due diligence is done at settlement
• Confirm finance is unconditional and insurance is in place, and coordinate the pre-settlement inspection
• Raise invoices at the trigger points and check each one against the contract before it goes out
• Appoint and onboard the property manager, then hand the file back complete
• Keep the client and their Relationship Manager told where things stand at every milestone, ahead of them asking

ALL THREE FUNCTIONS

Our Operations team runs three functions: contracts and settlements, self managed super fund administration alongside our accountants, and property analysis for our Properties teams. Everyone works all three in turn, six to twelve months at a time.

You would start on contracts because that is where we need you now. Within a year you would be learning the next function, and we would back you to be good at that one too. This suits somebody who wants to understand how a whole business works, and moving through all three is how people here move up.

EXPERIENCE

• Five or more years in administration heavy coordination work, where you were the person accountable for a file or a process from one end to the other
• Work with real deadlines and real consequences: dates that have to hold, external professionals who have to be chased, money or documents that have to be exactly right. Conveyancing, legal, title and escrow, banking and lending operations, insurance claims, audit, immigration, logistics and medical administration all breed this. So do plenty of other things
• Fluent English, spoken and written. You would be on the phone to Australian conveyancers, lawyers, lenders, developers and property managers, and writing to our clients. You would be on the phone as much as you are in your inbox
• Strong Microsoft 365, and the confidence to pick up new systems quickly. We use HubSpot and DocuSign
• Based in the Philippines, with a reliable home office, a stable connection, and availability across Australian hours

Australian property settlements, conveyancing, SMSF, superannuation or lending administration would all help. How you work matters more, and we are glad to teach our industry to somebody excellent who comes from another one.

WHAT WE OFFER

• ₱1,400,000 to ₱1,600,000 a year, depending on experience
• 13th month pay
• Health fund cover
• A minimum of six weeks of paid leave a year, including a paid two week shutdown over Christmas
• All standard Philippine entitlements, including SSS, PhilHealth and Pag-IBIG
• Permanent full time employment through our Philippines employer of record, on the same policies and the same standards as every other person in the company
• Fully remote, in a team that has worked this way from the start
• A published standard. Six levels, written competencies, and an honest conversation about where you sit and what moves you up
• A job for the long term. We are building this team to last, and we promote from within

Indigenous Wealth is an equal opportunity employer. We welcome applications from people of all backgrounds.