Operations & Administration Coordinator (50%, Remote) Employee Office Management

World Robot Olympiad Association Ltd.; Singapore; Remote; SGD 34,000 - 55,000; Part time

Benefits offered by this job

Meaningful mission

Real responsibility

Variety in duties

International team

Fully remote with flexible hours

Job summary

World Robot Olympiad Association Ltd. is hiring for a part-time Operations & Administration Coordinator (50%) to manage country agreements, invoices, and event logistics.

You will support contract renewals, onboarding of National Organizers, and preliminary visa documentation, working remotely across time zones with a flexible schedule. The role emphasizes organization, attention to detail and independent work within a multicultural team; start date is 1 January 2027, with potential for more

Qualifications

• Experience in administration, operations, office management or similar roles.
• Strong organizational skills and excellent attention to detail.
• Experience with contracts, agreements, invoices or administrative documentation.
• Fluent written and spoken English.
• Comfortable working independently in a fully remote, multicultural team.
• Experience with international logistics, meetings or events is an advantage.

Responsibilities

• Maintain a clear overview of National Organizer agreements, renewal and expiry dates.
• Support invoicing and routine payment follow-up; collect payment details and docs.
• Coordinate logistics for WRO meetings, Open Championships and the International Final.
• Prepare visa invitation letters and practical documentation for international participants.

Skills

Organizational skills

English fluency

Contract management

Administrative experience

Project coordination

Spreadsheet proficiency

International logistics

Independent work

Job description

World Robot Olympiad (WRO) is one of the world's largest robotics competitions for young people. Every year, more than 175,000 students from over 100 countries take part in WRO events, guided by a global network of National Organizers and culminating in the annual WRO International Final. The WRO Association is the independent non-profit organization behind the competition – we invest all revenue from partnerships, membership and events back into promoting robotics and STEM education worldwide.

As we continue to grow, we are expanding our international team and hiring for several roles, all starting on 1 January 2027. This is a chance to help shape a global education program from the inside, working remotely with a motivated, international team.

We are looking for a part-time Operations & Administration Coordinator (50%) to become a central part of our international team. This is a hands‑on role for someone who enjoys creating order, keeping track of details and following things through. You will keep our country agreements and administrative processes moving and support the logistics behind our international events – in short, you help keep the WRO organization running smoothly. This role is advertised at 50%, but for the right person we are open to more hours – up to a full‑time position.

Tasks

Country & membership administration

• Maintain a clear overview of National Organizer agreements, including renewal and expiry dates.
• Prepare standard agreements, amendments and renewals and coordinate signatures.
• Keep country, organization and contact information accurate and up to date.
• Maintain an overview of annual membership fees and payment status, and follow up on outstanding agreements, documentation and payments.
• Support the onboarding of new National Organizers and administrative changes.

Administrative & payment follow‑up

• Support invoicing and routine payment follow‑up.
• Follow up on outstanding membership fees and other receivables.
• Collect invoice information, payment details and supporting documentation.
• Track administrative and payment deadlines arising from agreements.
• Support the processing of event registration information and payments, and flag overdue or unresolved items to the right person.

You will not be responsible for WRO's accounting or financial management – your role is to keep the administrative processes around agreements, invoices and documentation organized and followed up.

Events & logistics support

• Support the practical coordination behind WRO meetings, Open Championships and the annual International Final.
• Coordinate hotels, travel information, meeting rooms, transfers and participant lists.
• Prepare visa invitation and support letters and practical documentation for international participants.
• Support administration relating to judges, VIPs, Board and Advisory Council members and WRO staff attending events.

Requirements

• You don't need to be a robotics expert – what matters is that you enjoy creating structure and following things through.
• Experience in administration, operations, office management, project coordination or a similar role.
• Strong organizational skills and excellent attention to detail, with a natural ability to follow up on anything still outstanding.
• Experience working with contracts, agreements, invoices or administrative documentation.
• Confident with spreadsheets, shared systems and structured information.
• Experience with international logistics, meetings or events is an advantage.
• Fluent written and spoken English (our working language).
• Comfortable working independently and taking ownership in a fully remote, multicultural team.

Benefits

• A meaningful mission: your work helps bring robotics and STEM education to young people in 100+ countries.
• Real responsibility: you own important processes rather than being one small part of a large department.
• Variety: country agreements one day, visa documentation or International Final logistics the next.
• A dedicated and truly international team with clear ownership and short decision‑making paths.
• Fully remote work with flexible hours – a 50% role that fits around other commitments.

Working hours

This is a part‑time role: 20 hours per week (50%). We work remotely across time zones and ask for at least 4 hours of daily overlap with 07:00–16:00 UTC+0. Some flexibility around major international events may occasionally be needed.

Start date

The role starts on 1 January 2027.