Work-flow Improvement Specialist / Hybrid Role / Australian Client

PRACTICE HEROES CONSULTING, INC.; Makati; Hybrid; PHP 391,000 - 502,000; Full time

Benefits offered by this job

Hybrid work arrangement

Makati CBD office

HMO + statutory benefits

Job summary

PRACTICE HEROES CONSULTING, INC. is seeking a Work-flow Improvement Specialist for a hybrid role aimed at enhancing HR operations.

You will coordinate systems, processes, and automation to improve accuracy, organization, and scalability across client records and workflows. Responsibilities include maintaining records, templating workflows, mapping processes, identifying automation opportunities, and maintaining a central library of templates and guides.

Qualifications

• Experience in systems administration, process coordination, knowledge management, or professional services operations.
• Strong ability to analyse, document, and improve processes and workflows.
• Excellent problem-solving skills and strong attention to detail.
• Strong written communication and organisational skills.
• Confident using Microsoft 365, SharePoint, and cloud-based systems.
• Experience with HRIS, workflow automation, AI tools, or process mapping is highly desirable.
• Demonstrates confidentiality, sound judgement, adaptability, and a continuous-improvement mindset.

Responsibilities

• Maintain accurate client, contact, task, and workflow records; identify duplicates, incomplete or outdated information; and coordinate approved system access changes.
• Maintain task, ticket, project, and request templates, ensuring workflows have clear instructions, owners, deadlines, handovers, and escalation points.
• Map existing processes, identify inefficiencies, duplication, manual work, unnecessary handovers, and unclear ownership, then design and test improved workflows.
• Identify repetitive, rules-based tasks suitable for automation; develop and maintain approved AI prompts, forms, templates, and automated workflows; and monitor automations for errors or outdated content.
• Maintain the central library of procedures, templates, standard communications, and guides, ensuring proper version control, approvals, reviews, archiving, and easy searchability.
• Conduct quality checks on client details, documents, presentation, naming, version control, completeness, and approval status; track recurring errors and implement preventative controls.
• Provide trained backup for HR administration, including support mailbox management, employee records, onboarding, probation reviews, offboarding, and document follow-ups.
• Monitor stalled, duplicated, overdue, or unallocated work and ensure issues are appropriately escalated.

Skills

Systems administration

Process coordination

Knowledge management

AI tools & automation

MS 365 expertise

Tools

Microsoft 365

SharePoint

Cloud-based systems

Job description

Work-flow Improvement Specialist / Hybrid Role / Australian Client

We are looking for a Systems, Process & Automation Coordinator to help improve the consistency, efficiency, and scalability of our HR operations. This role combines systems administration, process improvement, workflow coordination, knowledge management, and AI/automation.

You’ll play an important role in making sure our systems and processes are accurate, organised, easy to follow, and continuously improving.

Responsibilities:

• Maintain accurate client, contact, task, and workflow records; identify duplicates, incomplete or outdated information; and coordinate approved system access changes.

• Maintain task, ticket, project, and request templates, ensuring workflows have clear instructions, owners, deadlines, handovers, and escalation points.

• Map existing processes, identify inefficiencies, duplication, manual work, unnecessary handovers, and unclear ownership, then design and test improved workflows.

• Identify repetitive, rules-based tasks suitable for automation; develop and maintain approved AI prompts, forms, templates, and automated workflows; and monitor automations for errors or outdated content.

• Maintain the central library of procedures, templates, standard communications, and guides, ensuring proper version control, approvals, reviews, archiving, and easy searchability.

• Conduct quality checks on client details, documents, presentation, naming, version control, completeness, and approval status; track recurring errors and implement preventative controls.

• Provide trained backup for HR administration, including support mailbox management, employee records, onboarding, probation reviews, offboarding, and document follow-ups.

• Monitor stalled, duplicated, overdue, or unallocated work and ensure issues are appropriately escalated.

Qualifications:

• Experience in systems administration, process coordination, knowledge management, or professional services operations.

• Strong ability to analyse, document, and improve processes and workflows.

• Excellent problem-solving skills and strong attention to detail.

• Strong written communication and organisational skills.

• Confident using Microsoft 365, SharePoint, and cloud-based systems.

• Experience with HRIS, workflow automation, AI tools, or process mapping is highly desirable.

• Demonstrates confidentiality, sound judgement, adaptability, and a continuous-improvement mindset.

Salary & Benefits

• 35-45k per month base, depending on experience

• Full statutory benefits (SSS, PhilHealth, Pag-IBIG, 13th month) + HMO

• Hybrid arrangement, Makati CBD office, AEST business hours