Looking for Philippines-based candidates
Job Role: NDIS Admin & Compliance Coordinator
Compensation range: $1,500 AUD - $2,000 AUD / Monthly
Engagement type: Independent Contractor Agreement
Work Schedule: This role is expected to align with AEST business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.
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 a growing Australian disability services provider supporting children, young people, and adults through NDIS-funded services. They deliver a range of disability supports focused on independence, capacity building, social participation, and quality of life. As the organisation continues to grow, they are looking for a highly capable operations professional who can bring structure to their administration, compliance, people processes, payroll, and internal systems. This is an important role within a small team, where the right person will have significant ownership and the opportunity to make a genuine operational impact.
Role Overview: Our growing NDIS organization is seeking a highly organized and strategic professional to step into the role of Internal Systems and Administration Lead. In this pivotal position, you will serve as our in-house expert, optimizing our operational frameworks and driving administrative excellence as we scale.
This is a broad, hands-on role combining -
- NDIS Administration
- NDIS Compliance
- HR administration
- Payroll coordination ( SCHADS Award )
- Bookkeeping
- Rostering
- Executive support
- Systems management
You will work closely with leadership and take ownership of keeping the business organised, compliant, and running smoothly behind the scenes.
The ideal candidate is more than an administrator. You are someone who anticipates what needs to be done, identifies problems before they become issues, improves processes, and takes ownership from start to finish. You should be comfortable stepping into a fast-moving environment, figuring things out independently, and taking work off leadership's plate without needing to be constantly directed.
The Attitude & Approach We Need (The "Must-Haves")
- Proactive Leadership & Anticipation: You excel at anticipating the needs of executive leadership and proactively identifying areas where you can add value. Rather than waiting for direction, you confidently take ownership of workflows, identify gaps before they become issues, and seamlessly take the reins to relieve pressure from the Founder/CEO.
- High Emotional Intelligence & Discretion: Operating within the NDIS sector requires a high degree of empathy, confidentiality, and tact. You possess exceptional communication skills, easily balancing a warm, person-cantered approach with strong operational efficiency.
- Outcome-Focused & Adaptable: We value results over micromanagement. You are highly motivated by seeing projects through to successful completion. While we deeply respect your time and work-life balance, thriving in our rapidly growing business requires flexibility and a shared commitment to going the extra mile when critical, time-sensitive tasks arise.
- Resourceful & Autonomous: You thrive in an environment of trust and autonomy. As a highly organized self-starter, you possess strong problem-solving skills and the resourcefulness to navigate challenges independently. You are comfortable taking the initiative to research solutions, overcome roadblocks, and simply "figure it out."
Key Responsibilities:
- Executive Support & Administration: Act as the primary EA to the Founder/CEO and Program Director.
- Internal Systems Mastery: Set up, integrate, and seamlessly manage workflows across ShiftCare, Employment Hero, Xero, Microsoft 365 (Outlook, Teams), Canva, and Snap forms.
- Process Improvement & AI: Continuously identify opportunities to streamline processes, automate manual data entry, and implement practical AI/tech tools to improve business efficiency.
- HR & Payroll Coordination: Manage employee onboarding, HR administration, personnel records, timesheets, and rostering. Apply a strong understanding of the SCHADS Award to ensure payroll accuracy.
- NDIS Administration & Compliance: Oversee PRODA, claims, worker screening, incident reporting, restrictive practices, and audit documentation.
- Bookkeeping: Handle routine financial tasks including Xero management, invoicing, bank reconciliations, and payroll-related finance duties. Must have experience in understanding the NDIS Price Guide, and communicating with self-managed, plan-managed, and agency-managed funding.
Requirements
Required Skills and Qualifications:
- Extensive NDIS & PRODA Expertise: A minimum of 3 years of full-time experience navigating NDIS administration, compliance frameworks, and the PRODA portal.
- Executive-Level Support: Proven experience as a Senior Administrator or Executive Assistant, with a strong background in supporting founders, small business owners, or leadership teams.
- Advanced Systems Configuration: High-level proficiency in ShiftCare, Employment Hero, and Xero. You must not only know how to use these platforms but also have experience in their backend setup, configuration, and optimization.
- Australian HR & SCHADS Award Knowledge: A strong, practical understanding of Australian HR and payroll principles, with specific expertise in interpreting and applying the SCHADS Award.
- Core Bookkeeping Capabilities: Hands-on financial administration experience, including accurate payroll processing, invoicing, and bank reconciliations.
- Technological Agility & Process Optimization: You are highly tech-savvy and a rapid learner of new tools (e.g., Snap forms). You possess a proven track record of streamlining workflows, implementing automations, and leveraging AI tools to drive business efficiency.
- Comprehensive Software Expertise: Advanced skills across the Microsoft 365 ecosystem (Outlook, Teams, Excel, Word, PowerPoint) as well as practical design experience using Canva for professional communications.
- Exceptional Communication & Accuracy: Flawless written and spoken English, paired with meticulous attention to detail across all data entry, compliance, and communication tasks.
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
- NDIS Compliance Screening: You must successfully undergo and maintain all mandatory background checks and worker screening required for NDIS compliance.
- Secure Remote Setup: You must have a reliable, high-speed internet connection and your own secure, professional-grade equipment (including a modern laptop and smartphone) to perform your duties safely and effectively.
- Full Exclusivity (40 hours/week): We require a candidate who is fully dedicated to this role on a full-time basis (40 hours per week). You must not be employed by another company, manage outside client work, or hold other ongoing commitments that would distract from this position.
- Strict Confidentiality & No Social Media Disclosure: You must maintain absolute confidentiality regarding the business and our participants. Additionally, you must not disclose, list, or reflect this role or engagement on LinkedIn or any other public social media platforms.
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