Overview
Administration & Workflow Coordinator (Permassist) Jobs in Philippines at Remote Talent
Title: Administration & Workflow Coordinator (Permassist)
Company: Remote Talent
Location: Philippines
Company Description
Remote Talent is an Australian-based virtual assistant and offshore staffing agency that helps businesses scale with high-quality, reliable talent from the Philippines and beyond. We specialise in sourcing, training, and managing dedicated VAs across admin, customer support, finance, marketing, and industry-specific roles including NDIS, healthcare, property, and trades.
Role Description
We are seeking a highly organised and detail-oriented Administration & Workflow Coordinator to support the backend operations of a growing consultancy business. This role is focused on managing documentation, workflow processing, file administration, and ensuring that all compliance-related processes are completed accurately within our cloud-based systems.
The successful candidate will work closely with the business owner, who will complete the technical assessments and provide direction. Your role will be to take the completed information, process it through multiple workflow stages, generate required documentation, coordinate approvals, and ensure files are progressed efficiently through the system.
This is an ideal opportunity for someone who enjoys structured administrative work, process management, and maintaining high levels of accuracy.
Key ResponsibilitiesWorkflow & File Management
- Receive completed technical assessments and documentation from the business owner.
- Process files through multiple workflow stages within cloud-based software platforms.
- Manage and maintain digital records using Permassist and associated systems.
- Ensure all documentation is correctly uploaded, categorised, and stored.
- Monitor workflow progress and ensure tasks move through required approval stages.
Documentation & Compliance Administration
- Generate forms, letters, notices, and supporting documentation through the system.
- Ensure documents are distributed to the correct stakeholders and recipients.
- Review files for completeness and accuracy before submission for approval.
- Coordinate approvals and maintain document version control.
- Assist with Fair Work and DA-related administrative processes.
Process Coordination
- Follow established workflows and standard operating procedures.
- Track outstanding actions and follow up where required.
- Identify process bottlenecks and recommend workflow improvements.
- Maintain accurate records of communications, approvals, and completed tasks.
- Support the business owner by preparing files ready for final review and sign-off.
Systems Administration
- Work within Permassist and other cloud-based workflow management systems.
- Learn and follow software-specific workflows and approval processes.
- Maintain data integrity across multiple platforms.
- Ensure all information entered into systems is accurate and up to date.
Required Skills & Experience
- Previous experience in administration, document control, compliance administration, or workflow coordination.
- Experience using Permassist management software is highly desirable.
- Strong attention to detail and accuracy.
- Experience working with cloud-based software platforms and digital file management systems.
- Ability to follow structured processes and workflows consistently.
- Excellent organisational and time management skills.
- Strong written communication skills.
- Ability to manage multiple files and deadlines simultaneously.
- Proficiency with Microsoft Office Suite and Google Workspace.
Preferred Experience
- Background in compliance, consulting, legal administration, HR, industrial relations, or government-related administration.
- Experience handling approvals, forms, and document generation processes.
- Familiarity with Fair Work administration or compliance-related environments.
Personal Attributes
- Highly organised and process-driven.
- Strong problem-solving and critical-thinking skills.
- Reliable and accountable.
- Comfortable working independently within established systems.
- Proactive and able to identify potential issues before they become problems.
- Professional and confidential in handling sensitive information.
Success in This Role
Success in this position will be measured by:
- Accurate and timely processing of files through workflow stages.
- High-quality document preparation and administration.
- Effective management of approvals and compliance processes.
- Maintaining organised and up-to-date records across all systems.
- Reducing administrative workload for the business owner while ensuring files are completed efficiently and accurately.
