- Workplace
- Remote
- Type
- Full-time
- Department
- Administration
- Source
- RecruiterFlow
Description
The snapshot
Staffstream is hiring a Team Administrator for a community-led Aboriginal organization in regional Australia. They work across economic development, health and wellbeing, infrastructure, and cultural heritage on behalf of the communities they represent and are building stronger digital and administrative foundations to support their programs, facilitators, and staff.This role runs in two phases. You'd start with a hands-on digital migration project: auditing and rebuilding the organization's shared drive and SharePoint setup from the ground up. Once that's done, the role shifts into day-to-day administrative operations: email triage, logistics, travel bookings, and accounts payable support. You'll need to be genuinely comfortable with both modes, focused project delivery and ongoing, varied support work. Because of whom this organization serves, real cultural awareness and a respectful, people-first way of working matter here just as much as technical skill. This role is open to candidates based in the Philippines.
What you will actually do
Phase 1: Shared drive audit and file standardization
- Conduct a systematic audit of the existing shared drive, identifying naming inconsistencies, duplicates, and misfiled content, and renaming files consistently to agreed conventions.
- Organize files into logical, intuitive folder hierarchies that are easy for all staff and facilitators to navigate.
- Implement a consistent metadata and tagging system across the document library for fast, reliable retrieval.
Phase 1: SharePoint architecture and page development
- Develop structured SharePoint pages for relevant programs and functions, with documentation organized clearly and access permissions configured for individual staff and facilitators.
- Keep every SharePoint page consistently structured and clearly labelled, built to a standard that non-technical staff can actually use day to day.
- Work with the Operations Manager to test and refine the new setup before it's rolled out to the wider team.
Phase 2: Administrative email and communications
- Monitor the primary administrative inbox, triaging incoming messages and forwarding enquiries to the right person with appropriate context and urgency.
- Manage routine correspondence, drafting professional responses for straightforward enquiries and flagging complex or sensitive matters to the Operations Manager.
- Keep organized records of correspondence and follow-up activity so nothing falls through the cracks.
- Provide administrative and coordination support for a major annual community festival, including managing quotes, coordinating volunteers, assisting with stallholder charges, and general event administration.
Phase 2: Logistics, travel, and operations support
- Coordinate accommodation and travel bookings for program teams and staff across multiple locations, managing changes and keeping accurate records.
- Assist with organizing maintenance and operational works: contacting tradespeople, obtaining quotes, and scheduling works with relevant staff and site managers.
Phase 2: Accounts payable and financial administration support
- Manage the receipt and processing of incoming invoices, reviewing for completeness and approval before forwarding to the accountant.
- Maintain accurate invoice records and flag discrepancies, missing approvals, or unusual items before forwarding.
- Provide broader administrative and operational support to the team as needs evolve across both phases.
What you need to bring
- Demonstrated experience in a SharePoint migration, digital file management, or information architecture project, with the ability to audit, restructure, and tag a document library to a professional standard.
- Proficiency across Microsoft 365, including SharePoint, Teams, Outlook, Word, and Excel, and the ability to configure SharePoint pages, permissions, and document libraries independently.
- Strong organizational skills and genuine attention to detail, particularly around file naming conventions, folder structure, and metadata tagging.
- Experience in a general administration, operations support, or office management role, covering inbox management, travel bookings, and operational coordination.
- Professional written communication with a warm, respectful style suited to a community-led, people-centered organization. This isn't a nice-to-have here: the organization works closely with the communities it represents, and respectful, culturally aware communication genuinely matters.
- Comfortable working independently on structured projects with clear deliverables, and equally comfortable shifting into a support and coordination role once Phase 1 is complete.
Nice to have
- Experience with accounts payable processes, including invoice management and coordination with an external accountant or finance team.
- Experience supporting travel and accommodation bookings for a team or program group, including managing changes and logistics across multiple locations.
The setup
- This role is open to Philippines-based candidates.
- Fully remote, working full Australian business hours.
- Staffstream provides your work-from-home equipment.
What's in it for you
A stable, full-time role with a business that genuinely needs you and wants you to grow into it. You'd be trusted to own your area, not micromanaged, working with a small team that values someone who can take things off their plate and run with them. On top of that, Staffstream looks after you properly:
- HMO health cover, with one dependent covered for free.
- Group life insurance.
- Paid leave credits.
- Work-from-home equipment provided.
You're employed compliantly under Philippine law: a proper local employment contract, your taxes handled correctly, and all your government-mandated benefits (SSS, PhilHealth, Pag-IBIG) plus 13th month pay. That means real security and peace of mind, not a loose freelance arrangement. Everything is above board and looked after for you.
Skills
ExcelAccounts Payable
