Operations & Administration Coordinator

Openkrill; United States; Remote; USD 18,000 - 21,000; Full time

Benefits offered by this job

Great career growth

Amazing environment

Job summary

Openkrill is seeking an Operations & Administration Coordinator for a lean Australian manufacturing and mining services business. This remote role requires strong organisational and financial admin skills, with duties spanning invoicing, POs, records, and compliance.

Reporting to the Australian team, you’ll work AU time, 9:00 AM–6:00 PM, from the Philippines on a full-time independent contractor basis. You will manage recurring workflows, maintain records across systems, and progressively take

Qualifications

• 3+ years of experience in administration, operations coordination, executive administration, finance administration, or a similar role.
• Experience handling invoices, purchase orders, payments, financial records, or other administrative processes involving numbers.
• Experience using accounting software such as QuickBooks, Xero, MYOB, or similar. Reckon experience is highly regarded.
• Exceptional attention to detail, with a highly methodical approach to maintaining accurate records and completing recurring tasks.
• Excellent organisational skills, with the ability to manage daily, weekly, and monthly responsibilities without dropping the ball.
• Strong written English communication skills and confidence communicating through email and digital platforms.
• Comfortable working independently and taking ownership of tasks from start to finish.
• Tech-savvy and confident learning new software, portals, systems, and workflows.
• A proactive problem-solver who can figure things out when something doesn't go exactly according to the SOP.
• Comfortable working with structured, process-driven administrative work and recurring tasks.
• Willingness to learn the client's systems, products, processes, and compliance requirements.

Responsibilities

• Manage recurring administrative workflows across purchase orders, invoicing, quotes, freight bookings, supplier payments, and other day-to-day operational tasks, ensuring orders are accurately processed, invoiced, documented, and ready for dispatch.
• Maintain accurate records across internal systems, portals, spreadsheets, and shared folders, while monitoring daily, weekly, and monthly tasks through established checklists and processes.
• Keep operational information organised, ensure outstanding actions are followed through to completion, and progressively take on additional administrative and operational responsibilities as the business grows.
• Prepare and process invoices accurately based on purchase orders, labour, products, and other billable items.
• Assist with financial administration, including monitoring outstanding receivables, following up on payments, and supporting bank reconciliations.
• Support supplier payment administration, ensuring payments are accurately processed and relevant financial records and documentation are kept up to date in the accounting system.
• Work confidently with numbers and identify discrepancies or inconsistencies that require attention.
• Process purchase orders and coordinate order information with the relevant warehouse/workshop team.
• Book freight through online freight portals and ensure required shipment information is accurately entered.
• Save, organise, and maintain accurate digital records of freight, invoices, delivery documentation, and other operational records, ensuring documents are complete, easy to locate, and communicated to relevant stakeholders when required.
• Support recurring compliance and administrative requirements, including maintaining checklists, records, and due dates.
• Assist with ISO-related administrative tasks, including document reviews, internal audit preparation, and document control, while keeping compliance and operational documentation up to date as processes and documents change.
• Monitor recurring compliance actions, ensuring required tasks are completed within the relevant timeframe and accurate records are maintained to support periodic audits and business reviews.
• Learn and confidently work across the company's CRM, accounting software, freight portals, Microsoft OneDrive, spreadsheets, and other operational systems.
• Follow documented SOPs, checklists, and training videos to learn business-specific processes.
• Identify opportunities to simplify, automate, or improve repetitive administrative workflows.
• Keep existing SOPs and process videos up to date as workflows change.
• Use initiative to investigate and resolve straightforward issues rather than waiting for step-by-step instructions.
• Support the business as additional responsibilities are introduced, which may include light marketing, research, or other operational support.

Skills

Administration experience

Invoice processing

Financial record keeping

Accounting software

Attention to detail

Organisational skills

Written English

Independent work

Tech-savviness

Problem solving

Compliance readiness

Tools

QuickBooks

Xero

MYOB

Reckon

CRM systems

Microsoft OneDrive

Job description

Operations & Administration Coordinator, are you there?

Hey there! We're looking for an Operations & Administration Coordinator for a lean Australian manufacturing and mining services business. If you're highly organised, meticulous with details, comfortable working with numbers and systems, and the kind of person who can take ownership of recurring administrative tasks without needing to be chased, keep reading!

100% Remote Salary in AU$2,500/month Philippines - Reporting to the Australian Team, 9:00AM - 6:00PM AU Time Full Time Independent Contractor

About our clientOur client is an Australian leader in safety and innovation across the mining, tunnelling, civil, and construction industries. They have specialised in designing and manufacturing real-time monitoring systems that help improve workplace safety, productivity, and operational efficiency.With a strong focus on innovation, quality, and practical solutions, they develop technology that helps customers reduce costs, improve productivity, and operate more safely. Their flagship monitoring system provides real-time strata control monitoring and advanced management solutions for the mining industry.As the business continues to grow while maintaining a lean and efficient team, they're looking for an Operations & Administration Coordinator to help keep their day-to-day administrative, financial, operational, and compliance processes running smoothly.

In your day-to-day, you will:

• - Manage recurring administrative workflows across purchase orders, invoicing, quotes, freight bookings, supplier payments, and other day-to-day operational tasks, ensuring orders are accurately processed, invoiced, documented, and ready for dispatch.
• - Maintain accurate records across internal systems, portals, spreadsheets, and shared folders, while monitoring daily, weekly, and monthly tasks through established checklists and processes.
• - Keep operational information organised, ensure outstanding actions are followed through to completion, and progressively take on additional administrative and operational responsibilities as the business grows.

Invoicing & Financial Administration

• - Prepare and process invoices accurately based on purchase orders, labour, products, and other billable items.
• - Assist with financial administration, including monitoring outstanding receivables, following up on payments, and supporting bank reconciliations.
• - Support supplier payment administration, ensuring payments are accurately processed and relevant financial records and documentation are kept up to date in the accounting system.
• - Work confidently with numbers and identify discrepancies or inconsistencies that require attention.

Freight, Orders & Documentation

• - Process purchase orders and coordinate order information with the relevant warehouse/workshop team.
• - Book freight through online freight portals and ensure required shipment information is accurately entered.
• - Save, organise, and maintain accurate digital records of freight, invoices, delivery documentation, and other operational records, ensuring documents are complete, easy to locate, and communicated to relevant stakeholders when required.

Compliance & Document Control

• - Support recurring compliance and administrative requirements, including maintaining checklists, records, and due dates.
• - Assist with ISO-related administrative tasks, including document reviews, internal audit preparation, and document control, while keeping compliance and operational documentation up to date as processes and documents change.
• - Monitor recurring compliance actions, ensuring required tasks are completed within the relevant timeframe and accurate records are maintained to support periodic audits and business reviews.

Systems, Process & Continuous Improvement

• - Learn and confidently work across the company's CRM, accounting software, freight portals, Microsoft OneDrive, spreadsheets, and other operational systems.
• - Follow documented SOPs, checklists, and training videos to learn business-specific processes.
• - Identify opportunities to simplify, automate, or improve repetitive administrative workflows.
• - Keep existing SOPs and process videos up to date as workflows change.
• - Use initiative to investigate and resolve straightforward issues rather than waiting for step-by-step instructions.
• - Support the business as additional responsibilities are introduced, which may include light marketing, research, or other operational support.

Skills you have:

• - 3+ years of experience in administration, operations coordination, executive administration, finance administration, or a similar role.
• - Strong experience handling invoices, purchase orders, payments, financial records, or other administrative processes involving numbers.
• - Experience using accounting software such as QuickBooks, Xero, MYOB, or similar. Reckon experience is highly regarded.
• - Exceptional attention to detail, with a highly methodical approach to maintaining accurate records and completing recurring tasks.
• - Excellent organisational skills, with the ability to manage daily, weekly, and monthly responsibilities without dropping the ball.
• - Strong written English communication skills and confidence communicating through email and digital platforms.
• - Comfortable working independently and taking ownership of tasks from start to finish.
• - Tech-savvy and confident learning new software, portals, systems, and workflows.
• - A proactive problem-solver who can figure things out when something doesn't go exactly according to the SOP.
• - Comfortable working with structured, process-driven administrative work and recurring tasks.
• - Willingness to learn the client's systems, products, processes, and compliance requirements.

Skills that will make you stand out:

• - Experience supporting a founder, CEO, or leadership team within a small or lean business.
• - Experience working in a manufacturing, engineering, mining services, construction, logistics, or other product-based environment.
• - Experience with ISO 9001, quality management systems, document control, internal audits, or compliance administration.
• - Experience working with CRM systems and maintaining accurate operational/customer data.
• - Experience with process improvement, automation, or AI tools used to make administrative workflows more efficient.
• - Experience creating, maintaining, or improving SOPs, checklists, process documentation, or training materials.
• - Experience working across multiple systems and online portals to manage end-to-end operational processes.
• - A strong "figure it out" mentality — you don't need every step spelled out and are comfortable investigating, learning, and finding practical solutions.
• - A continuous-improvement mindset and the ability to spot unnecessary work, inefficiencies, and opportunities to make recurring processes simpler.
• - Experience working as an independent contractor or within a remote freelance environment.

You'll be entitled to:

• - Great opportunities for career growth
• - Opportunity to work in an amazing environment