Administrative Coordinator - Remote (Sydney)

Who We Are Recollective Inc. is the leading provider of online research software for conducting qualitative research studies and fostering strategic customer insight communities. Launched in 2011, Recollective is recognized in the top 20 in the 2025 GRIT50 ranking of the world’s most innovative suppliers in the market research industry. Thousands of the world’s most innovative market research agencies and enterprises choose Recollective. As a fast-growing tech company headquartered in Ottawa, Canada, we have very ambitious goals and we’re not slowing down. We like to dream big, get things done and have fun while doing it. Interested? Apply today! Find out more about us and our story here! Who You Are This is a remote position joining a small local team. You will play a key role in our growing Asia-Pacific (APAC) presence while collaborating with our global teams from your home office. While we offer the flexibility of working from home, we have a preference for candidates based in Greater Sydney to allow for occasional in-person team collaboration. We are seeking a proactive and detail-oriented Administrative Coordinator to serve as the operational backbone of our APAC team. You'll work across all departments, providing crucial support that ranges from routine tasks to operational improvements. While you don’t need to be an expert in everything on day one, you are naturally tech-savvy and thrive in a fast-paced, multi-faceted environment where no two days are the same. Role Responsibilities Provide high-level administrative assistance across all departments, ensuring daily tasks and general data management duties are completed accurately. Develop and maintain clear documentation for company processes, proactively identifying and driving workflow improvements. Support the Services team with administrative tasks by scheduling new projects and maintaining meticulous records to ensure seamless service delivery. Periodically report on administrative tasks and metrics to senior team members. Plan and execute team and client offsites including: managing vendor relationships, travel arrangements and scheduling. Streamline departmental efficiency by managing the administrative lifecycle of customer accounts and sales documentation. Required Skills and Experience Previous experience in a similar role, ideally within an administrative environment. Excellent written and oral communication skills, with a knack for translating complex requests into clear, professional responses. Superb attention to detail and organisational skills. A self-starter who thrives in a remote environment, with the confidence to manage your own time while staying tightly synced with a global team. Superior time management skills with a demonstrated ability to multitask and prioritize competing demands. A sense of urgency and commitment to completing tasks, with a focus on delivering results. Highly proficient at using Microsoft Excel. The ability to confidently and effectively work with Directors and the Executive team. Advanced computer literacy and experience with cloud-based office software such as Google Workspace and a "tech-curious" mindset. Experience using AI tools (e.g., ChatGPT, Gemini or other AI features) to enhance productivity, draft communications or solve problems is a strong asset. Experience with CRM software (e.g., Salesforce, etc.) and/or email and customer marketing software (such as Apollo, Hubspot or Outreach) is a significant plus. Location This is a remote-working position, open to any applicant based and legally eligible to work in Sydney, Australia. ________________________ Working at Recollective Some people excel in a more formal hierarchy, with a precise job description, a standard 9-5 routine or an environment where your path forward is pre-defined in a traditional way. This is not that kind of place. At Recollective, everyone is a driver - there are no passengers and no excuses as we continue to build our company together. If you are customer-obsessed, inspired to find your own new challenges and opportunities, energized by fast-paced change, and driven to blaze our own trail… you will love it here . Our Core Values Our core values serve as our compass, helping us maintain our corporate culture by hiring candidates with aligned values, shaping our programs and policies, and guiding our actions and decisions. Read more about each of our core values below: Transparency Drive Excellence Humanity Team We value the time and effort you put into your application. Every application is reviewed by a real person to give each candidate the attention they deserve. Artificial intelligence tools may be used to assist in the screening or assessment of applications for this position, but final hiring decisions are made by the selection team. _________________________________________________________________________ Recollective is an equal opportunity employer and welcomes applications from all qualified individuals including women, Aboriginal and Torres Strait Islander peoples, people with disabilities, people from culturally and linguistically diverse backgrounds, and people from gender and sexually diverse communities. We want to be sure that everyone is able to participate fully and equally in our selection process. If you are selected for an interview, please let us know if you require any reasonable adjustments. Recollective is committed to protecting our job applicants' personal information. We gather, store and handle data fairly, transparently and with respect towards individual rights. By applying, you declare that you have read, understood, and consent to our Job Applicant Privacy Policy. We would like to thank all applicants for their interest in our company, however, only those candidates selected for an interview will be contacted by our Talent Acquisition team.