Admin Coordinator (IT Consulting)

D2B

12h•Remote

About The Position

The Admin Coordinator serves as the company’s primary remote operational support and reports directly to the Director. The role functions as an executive assistant and client liaison, supporting the Director and an incoming Business Development Manager. Its primary purpose is to protect leadership’s time by triaging communications, coordinating travel and appointments, funneling internal staff inquiries, and managing client account administration. The coordinator manages email inboxes and calendars, follows up with clients, owns quarterly client check-ins, maintains client records, and handles telco and service paperwork. The role also involves learning and maintaining the business’s systems, including Autotask and a custom CRM under development, documenting repeatable administrative processes, and handling general administrative tasks as needed. Work availability is required during Australian business hours, with prompt responses when the Director is traveling between sites. The role is offered at a salary of AUD 1,600–1,800 per month. Holidays are to be confirmed or will follow the applicable arrangement.

Requirements

At least 2 years of proven experience as a virtual assistant, executive assistant, or office administrator supporting more than one person.
Strong email, calendar, and scheduling management skills.
Excellent written English and a professional tone when communicating with clients.
Tech-savvy and able to learn proprietary systems quickly, including CRM, ticketing, or PSA tools.
Highly organized and proactive, with the ability to follow up without being prompted.
Reliable availability during Australian business hours, including responding quickly while the Director is on the road.

Nice To Haves

Experience in IT, a managed service provider, telecommunications, or a similar service business.
Experience with Autotask or another PSA or ticketing platform.
Experience handling telecommunications or supplier paperwork.
Experience owning client check-ins or account-management administration.

Responsibilities

Manage the Director’s and BDM’s email inboxes by triaging messages, drafting replies, and flagging items requiring attention.
Manage calendars and arrange appointments, client meetings, and site visits around travel.
Respond quickly to requests while the Director is traveling between sites.
Route internal team requests to the Director or the appropriate person.
Follow up with clients on quotes, proposals, and outstanding items.
Coordinate quarterly client check-ins, including scheduling, preparing information, sending reminders, and tracking completion.
Prepare and track telco and service paperwork, including orders, forms, and supplier or carrier documentation.
Maintain accurate client records, contacts, and notes in the CRM.
Learn and use business systems, including Autotask and the custom CRM, and keep system data clean and current.
Document administrative processes so they can be repeated and handed over.
Handle general administrative tasks across the business as they arise.