Job Overview

Our client is seeking an exceptionally organized, articulate, and proactive NDIS Operations Administrative Assistant to manage daily operational workflows, participant onboarding, and stakeholder communication. Reporting directly to the business owner, you will oversee inbox management, track referral pipelines, coordinate marketing listings, and maintain accurate records across administrative systems. The ideal candidate blends excellent verbal and written English fluency with proficiency in cloud tools like Xero, Google Workspace, and CRM platforms—bringing a problem-solving mindset to continuously optimize operational processes.

Client Overview

Our client is an established NDIS service provider based in Blacktown, NSW, specializing in outdoor activities, community participation, and active lifestyle support for participants across Australia. Committed to high-quality care, seamless participant onboarding, and strong community connections, they are onboarding a proactive Operations Admin to work directly alongside the business owner to streamline back-office administration, participant intake, and service coordination.

Schedule:

• Monday - Friday, flexible between 10:00 AM - 5:00 PM AEST (20 work hours per week)

Responsibilities:

• Manage central email inboxes, responding promptly to incoming participant onboarding inquiries and referrals.
• Conduct proactive phone and email follow-ups with Support Coordinators, allied health professionals, and NDIS stakeholders.
• Maintain accurate, up-to-date participant, staff, and referral tracking databases.
• Prepare participant progress reports and document service milestones for stakeholder review.
• Support day-to-day administrative tasks in Xero (basic invoicing, data entry, record maintenance).
• Manage company provider listings, update directory profiles, and assist with marketing activity coordination.
• Systematize administrative workflows, document operating procedures, and offer proactive tips for business process improvement.
• Provide calendar reminders, task tracking, and real-time operational support for the business owner.

Requirements:

• Clear, polished, and professional English communication skills for engaging Australian NDIS participants, families, and support coordinators.
• Familiarity with NDIS operations, participant intake, or community services administration is a distinct advantage.
• Hands-on experience with Google Workspace and Xero accounting software; capacity to learn Vertex 360 CRM rapidly.
• Strong organizational discipline to map out systems, track tasks independently, and suggest workflow efficiencies.

Technical Stack & Tools:

• Accounting & Invoicing: Xero
• CRM & NDIS Management: Vertex 360 CRM (or fast ability to learn)
• Workspace & Productivity: Google Workspace (Gmail, Drive, Docs, Sheets)
• Communication: Softphone/Dialer, Slack/Teams

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.