Operations and System Coordinator, AU Mortgage Experience

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Assist in the daily operations of the business, enhance internal processes, and take responsibility for systems, administration, and project tasks.

• Collaborate internally with the Director and all team members, as well as externally with IT providers and system vendors when necessary.

• Create and oversee user accounts, licenses, and permissions within Microsoft 365.

• Manage SharePoint sites, document libraries, templates, and company resources.

• Develop and maintain Microsoft Forms utilized throughout the business.

• Offer daily support to staff for Outlook, Teams, SharePoint, and Microsoft 365.

• Keep hardware and IT asset registers updated; coordinate with external IT providers as needed.

• Draft, revise, and sustain SOPs, process guides, and internal documentation.

• Create process maps for essential operational workflows and maintain the company’s operational knowledge base.

• Evaluate existing processes to pinpoint inefficiencies or gaps and suggest practical enhancements.

• Ensure all procedures are kept up-to-date as systems and processes develop.

• Oversee onboarding for new employees — including equipment setup, system access, and induction materials.

• Maintain onboarding checklists and training records; manage equipment ordering and returns for new hires and departing staff.

• Provide general recruitment and personnel administration support as needed.

• Develop, test, and sustain Power Automate workflows to enhance business processes.

• Support AI and automation initiatives across the organization; pinpoint manual processes that can be optimized or automated.

• Test new systems and workflow enhancements prior to implementation; document all automation modifications and procedures.

• Maintain compliance registers, policies, and business records; monitor the completion of mandatory training requirements.

• Assist in audit and accreditation preparations; ensure documentation is properly stored and easily accessible.

• Uphold document version control and record management standards throughout the business.

• Coordinate operational projects and business improvement initiatives — tracking actions, deadlines, and deliverables.

• Schedule meetings, maintain project documentation, and follow up on outstanding actions with team members and suppliers.

• Aid in the implementation of new systems and business processes.

⛳️ Requirements

• At least 2 years of experience in an operations, systems, or business administration capacity.

• Strong hands-on experience with Microsoft 365 — inclusive of Outlook, Teams, SharePoint, and Forms administration.

• Demonstrated experience in writing SOPs, process documentation, and operational guides.

• Excellent organizational and time management abilities, capable of juggling multiple priorities concurrently.

• Outstanding written communication skills and a keen eye for detail.

• Capacity to quickly learn new systems and work independently with a proactive, ownership-oriented approach.

• Comfortable with identifying and addressing inefficiencies without waiting for guidance.

• Experience in SharePoint administration.

• Proficiency in Microsoft Power Automate — workflow creation and maintenance.

• Familiarity with Zapier or similar automation platforms.

• Experience with Xero.

• Understanding of process mapping tools and methodologies.

• Background in project coordination.

• Experience supporting a growing SME business.

• Background in financial services, mortgage broking, or professional services.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Opportunities for professional development and career advancement.

• Flexible work arrangements and a supportive work environment.

• Access to the latest technology and tools.

• Collaborative team culture with a focus on innovation and improvement.