Operations & Systems Assistant

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: TYPE OF WORK

Part Time

: SALARY

Negotiable based on experience

: HOURS PER WEEK

5

: DATE UPDATED

Mar 6, 2026

JOB OVERVIEW

About the Role

We are looking for a self-motivated, organised, and tech-savvy Operations & Systems Assistant to support the operations of two Australian service-based businesses.

This role focuses on operations coordination, scheduling, customer communication, and improving internal systems.

You will work closely with the business owner to help keep operations running smoothly while improving workflows and processes behind the scenes.

This role is ideal for someone who enjoys organising systems, improving workflows, and helping businesses run more efficiently.

There is potential for the role to grow into Operations Coordinator or Project Manager as the businesses expand.

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Responsibilities

Operations & Scheduling
• Assist with bookings and scheduling
• Coordinate staff schedules
• Support daily operational tasks
• Assist with route planning and logistics

Customer Communication
• Manage shared inboxes
• Respond to customer enquiries
• Assist with onboarding new customers
• Organise bookings and appointments
• Prepare service quotes when required

Staff Coordination & Recruitment
• Liaise with tea ---------- mbers
• Assist with recruitment of new staff
• Support onboarding documentation and training materials

Systems & Process Improvement

A key part of this role is helping improve systems and workflows.

Tasks may include:
• Documenting Standard Operating Procedures (SOPs)
• Organising internal documentation
• Identifying inefficiencies
• Recommending improved workflows
• Helping automate repetitive tasks
• Supporting system improvements and transitions

Project Coordination
• Maintain task trackers (Trello, Notion, or Google Sheets)
• Manage shared calendars
• Track operational tasks and priorities

Administration & Compliance
• Help document i ---------- or issues
• Track customer concerns and resolutions
• Maintain organised records

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Tools & Systems Used

You may work with tools such as:

Operations & Scheduling
• Pet Sitter Plus

Staff Management
• ConnectTeam

Communication
• Google Workspace (Docs, Sheets, Drive, Calendar, Gmail)
• WhatsApp Business
• Virtual phone systems

Marketing
• Meta Business Suite
• Email marketing platforms

Routing & Logistics
• Google Maps
• Apple Maps
• Circuit

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Who We’re Looking For

We’re looking for someone who is:
• Self-motivated and proactive
• Highly organised and detail-oriented
• Comfortable learning new technologies
• Able to work independently
• Interested in improving systems and workflows

Bonus experience
• Operations or startup support
• Automation or AI tools
• Project coordination
• Interest in animals or animal welfare

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Working Arrangement
• Remote work
• Flexible hours
• 5–10 hours per week initially

The role may grow as the businesses expand.

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Requirements

To be considered for this role, applicants must have:
• Reliable internet connection
• Power backup and internet backup in case of outages
• Ability to work independently and communicate clearly
• No planned vacation or extended leave within the first 3 months

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How to Apply

Please submit the following:
1. Your latest resume
2. A short Loom video (2–3 minutes) introducing yourself and explaining:
• your experience with operations or systems support
• tools you have used (Trello, Google Workspace, etc.)
3. Your hourly rate
4. A short example of a process or workflow you helped improve in a previous role

Applications without a Loom video and resume may not be considered.

SKILL REQUIREMENT

Workflow Office and Administration Scheduling

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Operations & Systems Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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