Administration & Staff Coordinator (Onsite, Makati City)

Job Overview:

We are seeking a dedicated and enthusiastic Administration & Staff Coordinator to join our Client's business operations team. The successful candidate will be responsible for coordinating administration, systems, compliance, and workforce scheduling to support the efficient day-to-day running of the business.

Work Set Up:

• Employment Type: Full Time

• Shift Schedule: Mon-Fri: 11:00 am to 6:00 pm / Sunday , 2:00 pm to 7:00 pm

• Work Setup: Onsite

• Location: Makati

• Client Industry: Business Operations Consulting

Key Responsibilities:

• Maintain accurate employee and compliance records, including certifications and licenses.

• Coordinate and maintain business systems such as Deputy/ShiftCare, Employment Hero, PayCat, Xero, Google Workspace.

• Coordinate and allocate staff shifts in line with the SCH Award and respond to rostering queries.

• Prepare documents, reports, meeting notes, and timesheet/payroll data.

• Create and maintain SOPs, checklists, procedures, and workflow documentation.

• Support onboarding, including document collection and new support worker setup.

• Follow up on project actions and identify opportunities to improve processes and reduce administrative burden.

• Work closely with the leadership team to support business operations and continuous improvement initiatives.

Qualifications:

• Bachelor's degree in Business Administration, Community Services, or related field.

• 2–5+ years of experience in administration, operations, coordination, or rostering-related roles.

• Experience with HR/workforce systems (e.g. Employment Hero, ShiftCare, or similar) is highly preferred.

• Strong documentation, records management, and workflow coordination skills.

• Excellent written English communication skills.

• Highly organized with strong attention to detail and follow-through.

• Comfortable working with multiple business systems and learning new technology.

• Interest in process improvement and operational efficiency.

Workplace Perks:

• Competitive salary package

• HMO coverage

• Fixed weekends off

• Meal allowance

• Attendance bonus

• 20 days of paid leave to be used on your own discretion (including 5 credits convertible to cash)

• Monthly social activities and annual company outing (domestic/international)

• Vibrant, diverse and inclusive work environment

About Us:

Shadow Office Solutions is an Australian operated BPO committed to delivering exceptional services and innovative solutions to our clients. We pride ourselves on our skilled workforce and a culture of excellence, collaboration and continuous improvement. We’re growing and looking for talented individuals to join our dynamic team.

Shadow Office Solutions is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.