Overview
JO 16543 | Operations Coordinator — Part-time (20 hours/week). Schedule: Between 9:00 AM to 5:00 PM Philippine Time/AWST (Mon–Fri).
Responsibilities
* Legal packaging & lawyer coordination. Collate our existing templates and content, package professionally for our Australian lawyer, run the back-and-forth to signed templates and paid invoices. Covers MSA (AU/SG), SOW templates (Discover/Design/Build × AU/SG), NDA, contractor/employment agreements, shareholders agreement, advisor agreement, IP assignment, DPA, website legals.
* Insurance & statutory admin. Source quotes for AU Professional Indemnity and D&O; research SG insurance requirements; coordinate director and public officer appointments; engage and onboard the SG corporate secretarial provider.
* Government panel (CUA) applications. Own applications end-to-end for NSW, VIC, QLD, and WA/SA/ACT panels — gather evidence, complete forms, track submissions.
* PowerPoint and document polish. Take draft decks, proposals, POVs and case studies from founders and our designer, and finalise them to a high professional standard — PowerPoint formatting, branding consistency, typo sweep, version control in SharePoint. Includes the First Call Deck, proposal templates, and 3 client case studies.
* Scheduling & vendor management. Book and chair-prep meetings with accountant, bookkeeper, insurers, corp sec, and lawyers. Maintain a single vendor tracker in SharePoint.
Working rhythm
* AU business hours. 15-minute sync with the client every Monday morning.
* Jira as the single source of truth — update story status and post weekly progress notes.
* Escalate blockers same-day via Teams; async otherwise.
* Friday summary each week: what closed, what's live, what needs the client's input.
Must-Have Qualifications
* 3+ years in an operations coordinator, paralegal assistant, executive coordinator, or senior VA role.
* Written English strong enough to correspond directly with Australian lawyers and service providers — clear, professional, minimal back-and-forth on typos or tone.
* Proficient in Microsoft 365, especially PowerPoint (able to polish decks to a high professional standard), plus Word, Excel, and SharePoint.
* Comfortable with Jira and managing your own backlog.
* Strong detail orientation and follow-through — chases vendors without being reminded, closes the loop without being asked.
Nice to have
* Experience with invoicing and billing — issuing client invoices, chasing receivables, reconciling payments.
* Bookkeeping exposure — basic transaction coding, bank reconciliation, expense categorisation.
* Hands-on with Xero (or similar — MYOB, QuickBooks) — day-to-day use, not just familiarity.
* Exposure to Australian legal or government procurement admin.
First 90 days
* Day 30: AU legal templates all in draft with our lawyer; PI + D&O quotes received; SG corp sec shortlisted.
* Day 60: AU legal templates signed; NSW + VIC CUA submitted; First Call Deck polished and in active use.
* Day 90: All 4 CUAs submitted; 3 case studies finalised; client has reclaimed at least 8 hours a week.
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