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Business Operations Coordinator

This client is a fast-growing consulting business operating in a highly regulated sector. The team has expanded from 2 to 7 people in a short period, and the pace of growth is increasing. As the operational load increases, the Founder needs a central coordination layer that keeps the business running efficiently, information flowing cleanly, and day-to-day structure intact.
This role sits at the intersection of executive support, operations coordination, and business administration. The right person will be proactive, organised, and comfortable working across systems, people, and priorities simultaneously. They will act as a reliable extension of the Founder, absorbing operational load so the business can scale without everything flowing through one person.

Key Responsibilities

Founder & Executive Support
- Manage inbox, email triage, and meeting scheduling on behalf of the Founder
- Act as gatekeeper to the Founder's time and calendar
- Handle DocuSign, documentation, and administrative follow-ups
- Prepare materials for meetings, conferences, and travel
- Monitor communication channels and ensure timely responses

CRM & Business Development Coordination
- Maintain HubSpot CRM records, meeting notes, and follow-up actions
- Track proposal submissions and associated follow-up tasks
- Support coordination of conference meetings and relationship tracking
- Keep the pipeline organised and ensure no opportunities fall through the cracks

Operations Coordination
- Support coordination across the consulting team and track internal action items
- Familiarity with work management systems - Smartsheet a big Plus
- Support onboarding logistics for new consultants
- Ensure tasks are visible, followed up, and completed across the team
- Help maintain operational structure as the business continues to grow

Financial & Agreement Administration
- Support expense coordination and invoice documentation preparation
- Assist with administrative coordination in Xero and ProjectWorks
- Maintain organised records of client agreements and project documentation
- Liaise with relevant internal contacts to keep financial admin on track

Document & Knowledge Management
- Maintain structured document management across Microsoft 365 and SharePoint
- Support the maintenance of internal templates, SOPs, and operational files
- Document and refine processes for repeatable tasks
- Identify inefficiencies and recommend improvements over time

Experience & Attributes

  • 3 to 5 years in an operations coordinator, business administrator, or senior EA role, ideally within a professional services or consulting environment
  • Hands-on experience with HubSpot or similar CRM
  • Comfortable working in Xero and a project management or PSA tool (ProjectWorks experience a bonus)
  • Proficient in Microsoft 365, including SharePoint, Teams, and Outlook
  • Strong written and verbal English communication
  • High level of ownership and accountability, able to operate independently with minimal direction
  • Organised, detail-oriented, and reliable under pressure
  • Confident dealing with senior stakeholders and external clients
  • Comfortable in a fast-moving, growing business where the scope will evolve
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What this application asks

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Resume/CV, Full name, Email, Phone, Current location, Current company, LinkedIn URL, GitHub (If applicable) URL, Portfolio (If applicable) URL

  • What is the best communication channel to contact you? Please indicate your: WhatsApp: Viber: Mobile Number: written answer
  • Please advise your total experience as an Executive Assistant. Do you have experience working with Australian clients/companies? written answer
  • Describe your experience supporting a founder or senior executive. What did you manage day-to-day and how did you prioritise competing demands on their time? written answer
  • Which CRM platforms have you worked in, and what specifically did you use them for? Please include HubSpot if applicable. written answer
  • Have you had any previous experience working in the Medical Research, Biotech, or Pharmaceutical industry? If yes, please briefly describe your role and exposure. written answer
  • Have you used Xero in a previous role? If so, describe what tasks you handled and your level of access. written answer
  • Describe your experience managing document systems such as SharePoint or Microsoft 365. How did you maintain structure and ensure others could find what they needed? written answer
  • Have you worked with a project management or PSA tool such as ProjectWorks, Monday, Asana, or similar? What did you use it for? written answer
  • Can you describe your experience creating and maintaining SOPs? What tools did you use, and how did you ensure they were followed by the team? written answer
  • What does working autonomously mean to you, and how do you keep yourself and others accountable when there is no direct day-to-day oversight? written answer
  • If successful, how much notice do you need to give your current employer? written answer
  • Send a link and use any free voice recorder or this link https://vocaroo.com/ create a Voice Recording introducing yourself, describing your best qualities, experience, What you currently do day to day, and why we should hire you for this position. Please ensure link is open to view and not locked. written answer
  • What is your current salary? written answer
  • What is your expected salary? written answer

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