Operations Administrator

Clear is looking for an Operations Administrator to assist our client's business (Australia-based) in a remote setup.

Role and Opportunity

Your new role is to report to the client's Business Support Supervisor and provide administrative and operational support across multiple sites and projects, ensuring workflow is maintained, systems are accurate, and information is aligned.

The role is responsible for managing data, supporting, reporting, preparing documentation, and assisting with financial administration to ensure efficient operations.

This is an execution focused role supporting workflow, system accuracy, and operational administration. This role does not hold decision-making authority on scope, client issues, or commercial matters. Your function is to escalate to the client's Business Support Supervisor any matters requiring a decision or interpretation.

Purpose

As an Operations Administrator, you will:

• Maintain 98% accuracy across all job, financial, reports, communication and client data
• Prepare operational reports accurately and on time each week, with no material errors or missed updates
• Ensure no invoice exceeds 30 days outstanding by maintaining weekly follow-ups until resolved or escalated
• Complete 100% of assigned tasks within agreed timeframes with no open loops or missed follow-ups
• Escalate all unclear, inconsistent, or risk-related issues within 1 business day

As an Operations Administrator, you will (daily):

• Maintain accurate and up-to-date job, financial, and client data across all systems
• Ensure consistency and alignment of information across operational platforms
• Support workflow by updating job status and maintaining visibility of all active work
• Prepare and maintain operational reports, including job tracking, financial tracking, and debtor reporting
• Ensure all reporting data is accurate, complete, and ready for review
• Identify and escalate missing, inconsistent, or unclear information promptly
• Prepare and format draft quotes using approved templates and provided information
• Maintain debtor reports and issue payment follow-ups using approved templates
• Track debtor responses and escalate any disputes or delays
• Enter supplier invoices and financial data accurately into Xero and related systems
• Support purchase order and invoice processes, ensuring alignment with job and financial records
• Complete quality checks of work to ensure accuracy of data, documents, and communications
• Send standardised, template-based communications and maintain accurate communication records
• Adhere to systems and controls in accordance with the client's policies and procedures
• Contribute to a positive work environment with a focus on continuous improvement
• Carry out other duties that the client may request or instruct.

Required Attributes

• You are reliable with a disciplined and structured approach to work, proactive in managing workload and meeting deadlines.
• You are an excellent conversationalist in English (verbal and written), self-motivated with strong personal accountability
• You excel in multitasking and are proactive in escalating matters requiring decisions or interpretations within the given timeframe,
• You are technologically adept, highly trainable in new skills & software, and can follow structured processes and templates.
• You perform your duties with minimal supervision and escalate any unclear instructions, data inconsistencies, or risks impacting Risk, Revenue, or Reputation
• You have absolute respect for confidentiality and sensitivity to information, with the flexibility to perform other relevant tasks as required by the client or management.

Essential Experience

• Minimum 2-3 years' work experience in operations support, data entry, or administration roles in a remote (BPO) or virtual environment
• Competence in systems and data entry (e.g. Xero, CRM, job systems)
• Proficient with Microsoft 365, especially Outlook and Excel

Advantageous (Optional)

• Experience in handling Australian accounts
• Exposure to service-based or operational environments
• Familiarity with financial systems such as Xero
• Has a clear neutral accent