General Operations & Admin Coordinator

Who is Sharesource?

We are a social enterprise dedicated to connecting global opportunities with talented individuals. Currently, we serve Australian clients and aim to empower businesses to thrive by accessing the talent they need worldwide. Our mission is to support individuals in achieving success in their careers while fostering a company culture that embodies our values.

https://www.sharesource.com.au/

What are we looking for?

The Operations & Administration Coordinator is a critical operational force multiplier within the organization, enabling the business to scale efficiently as an IT Managed Service Provider.

This role provides the day-to-day operational backbone across People & Culture, Finance Administration, Procurement, Project Coordination, Quality & Compliance (ISO 9001 / ISO 27001), and General Administration—ensuring that core business processes are accurate, well-documented, and executed reliably.

By owning execution, coordination, and follow-through across these functions, the role removes administrative friction from service delivery teams and senior leaders, reduces operational risk, and ensures that systems, records, and workflows support consistent, high-quality managed services outcomes.

What are you expected to do?

People & Culture Administration

• Coordinate onboarding and offboarding activities (documentation, checklists, system access coordination)
• Maintain employee and contractor records within Employment Hero
• Issue, amend, and archive employment and contractor agreements
• Administer policy distribution and acknowledgement tracking

• Maintain certifications and compliance records

• Support performance review cycles (6-monthly), including documentation and tracking
• Assist with annual salary review administration
• Support employee surveys and maintain survey artefacts
• Provide administrative support to People & Culture initiatives and leadership discussions

Project & Operational Administration

• Monitor project registers and trackers
• Follow up on meeting notes and actions, and ensure documentation is saved in SharePoint
• Update operational documentation as initiatives progress
• Update ConnectWise and Loop with various project statuses (RAG) and related information/updates
• Run monthly retrospective meetings and follow up on action items

Leadership & General Administration

• Assist with weekly leadership and company communications
• Coordinate and prepare meeting documents and presentations
• Maintain structured filing across SharePoint and OneDrive
• Maintain the Legal Contract Registry in SharePoint
• Support insurance renewals and governance documentation administration
• Monitor designated leadership inboxes where required
• Provide general business administration support as required

Quality, ISO & Compliance Support (ISO 9001 / ISO 27001)

• Maintain the ISO document register and version control
• Coordinate policy and process updates with Isoco (3rd party)
• Upload approved policies to Employment Hero and monitor staff acknowledgements
• Support non-conformance tracking and review actions
• Coordinate monthly quality meetings, including agenda preparation and minutes
• Support annual audit preparation through document collation
• Assist with alignment activities between ISO 9001 and ISO 27001 documentation
• Ensure quality artefacts are stored in the correct SharePoint / OneDrive locations

Finance & Billing Administration

• Assist with invoice preparation in ConnectWise for Xero

• Support Finance with invoice queries and documentation follow-ups

• Retrieve and manage supplier invoices from billing portals

• Monitor the Finance inbox to ensure all queries are handled in a timely manner

• Maintain records supporting reconciliations and cost allocation

• Assist teams with preparing and closing invoices

• Maintain clear audit trails for finance-related records

Procurement & Vendor Administration Support

• Act as the central coordination point for operational procurement requests from Managed Services and other business units
• Assist with raising, tracking, and documenting purchase requests, ensuring appropriate approvals are obtained prior to ordering
• Liaise with approved vendors and distributors for quotes, order confirmations, renewals, and delivery status
• Handle day-to-day procurement administration for software licences, subscriptions, renewals, and low-value hardware required for service delivery
• Maintain procurement records, including quotes, approvals, purchase confirmations, and invoices
• Ensure procurement documentation is stored correctly and linked to the relevant customer, project, or service record in systems such as ConnectWise and Xero
• Coordinate with Finance to ensure supplier invoices align with approved purchases and are processed correctly in Xero
• Support contract and renewal administration by tracking key dates and notifying leadership of upcoming expiries

You’ll be a great fit if:

• You have at least 5 years of experience in operational support within the MSP industry, ideally supporting Australian or international client accounts.
• You have broad administrative support experience, with the ability to manage a diverse range of operational and administrative tasks across MSP operations, HR administration, finance support, procurement, project coordination, and ISO/compliance activities.
• You possess strong prioritization, coordination, and communication skills, enabling you to effectively support multiple stakeholders and third-party providers in a fast-paced environment.
• You are resilient and capable of managing fluctuating workloads, particularly during peak periods such as new client onboarding, supplier escalations, or operational surges.
• You are highly adaptable and quick to learn, with the ability and willingness to rapidly understand new systems, tools, and complex processes. We value learning agility and problem-solving capability more than direct experience with every platform, as training will be provided.
• You are trustworthy, dependable, and highly responsible, with a strong sense of integrity and professionalism when handling confidential information, including payroll, HR, and operational records.

It would be desirable if:

• You have exposure to business systems and platforms such as ConnectWise, Xero, Employment Hero, and SharePoint. While experience with these tools is beneficial, your ability to quickly learn and adapt to new systems is considered more important.

Please note: This role is remote; however, we require candidates to be based locally in the Philippines. This is to support occasional onsite activities such as team events, client meetings, or equipment handover. Additionally, local residency is necessary for compliance with Philippines labor laws and employment regulations.

Why work for Sharesource?

Our clients come from all walks of life and so do we. We hire hundreds of skillful individuals from a wide variety of backgrounds, genders, ages, and personalities to live out our diverse culture and make a positive impact on the world!

Our 5 Values:

• Make a social impact: We balance our work for client teams and for society by constantly making a positive impact.

• Be proactive: We encourage brave thinking and continuous improvement, and drive change through action.

• Create value: We create measurable values for our stakeholders: our teams, partners, suppliers, investors, and communities.

• Be fair, open and honest: We foster equality and inclusivity in a supportive environment that embraces diversity and celebrates achievements.

• Add fun, passion and love: We prioritise fun and passion, fostering higher engagement and a positive can-do attitude.

What to Expect in the Process?

1. You’ll go through 3–4 interviews plus a possible assessment with our client partner. This includes an initial chat, a culture-fit interview, and 1–2 conversations with our awesome client. The whole process usually takes 1–2 weeks, but we’ll let you know if things need to move quicker.
2. Our best advice? Be yourself and enjoy the conversations. We’ll keep you updated every step of the way, and you’re always welcome to reach out for updates anytime.
3. If all goes well, we’ll complete reference checks and requirements quickly—so we can get that job offer to you without delay.

We would be grateful if you have these already:

• Fit to Work/Health Card (Basic 5 employment medical tests)

• NBI Clearance

• Social IDs – PHIC, SSS, HDMF, TIN

• Character references with contact info

At Sharesource, we believe in the value of diversity and inclusion. We are committed to creating a diverse, respectful, and inclusive workplace, and we do not discriminate based on factors such as race, gender, religion, sexual orientation, or disability.

Originally posted on Himalayas