Operations Coordinator & EA — AI & Technology Focused

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: Our client is an established, highly regarded Australian commercial construction specialist with over a decade of industry leadership. Operating out of Melbourne, the firm focuses on premium interior fitouts, high-end commercial refurbishments, and technically demanding architectural builds. Serving elite corporate, legal, financial, and institutional entities, they are recognized for delivering complex, bespoke spaces with exceptional precision, strong site coordination, and a highly collaborative team culture.

Role Overview: As the operational backbone of the business, this role focuses on driving efficiency, keeping the team accountable to key deliverables, and maintaining absolute organizational control. Acting as a strategic operational filter, you will take day-to-day coordination off the CEO’s plate—ensuring priorities run smoothly, systems are followed, and communication flows seamlessly across the company.

Key Responsibilities:

Business Operations

• Coordinate day-to-day business activities
• Track actions, deadlines and outstanding items
• Follow up team members, suppliers and contractors
• Coordinate meetings, handovers and key dates
• Identify problems early and escalate when needed

CEO Support

• Manage CEO's business calendar
• Manage and prioritise routine business emails
• Draft routine responses and follow-ups
• Track CEO actions and outstanding items
• Filter unnecessary interruptions
• Prepare information the CEO needs to make decisions

Systems & Processes

• Maintain company systems, registers and records
• Create and maintain SOPs, checklists and templates
• Make sure agreed processes are followed
• Find ways to simplify and improve how we work

AI & Automation

• Use AI every day to work faster and smarter
• Identify repetitive work that can be automated
• Build simple AI and automation workflows
• Introduce new technology where it saves time or improves accuracy
• Help the team adopt better systems

Requirements

Required Skills and Qualifications:

• Proven Operational Background: Experience in business coordination, operations management, or executive assistance—ideally within commercial construction, property, or fast-paced project-based environments.
• Tech-Savvy & AI-Literate: Familiarity or working knowledge of our core tech stack is highly preferred: Google Workspace (Gmail, Chat, Sheets, Docs, Calendar, and Apps Script), Finance & AP (Xero, Lightyear), and Generative AI (ChatGPT, Claude, and Gemini).
• Highly Organised & Reliable: Exceptional planning skills with a methodical approach to tracking details, managing deadlines, and ensuring nothing slips through the cracks.
• Decisive Problem-Solving: Ability to spot operational bottlenecks early, resolve issues independently, and know precisely when to escalate critical risks to leadership.
• Clear & Assertive Communication: Strong written and verbal communication skills needed to draft professional correspondence, interface with subcontractors, and maintain smooth stakeholder relationships.
• Proactive & Independent: A self-starter who doesn't wait to be told what to do, comfortably takes initiative, and takes ownership of outcomes in an autonomous environment.
• Social Media Management: Set up social media profiles, design assets, and write and schedule regular content across LinkedIn, Facebook, and Instagram.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)