Office Administrator
- Manage correspondence, calendars, meetings and digital records for a remote team.
- Provide administrative and basic financial support, including document preparation, data entry, invoicing and expense tracking.
- Coordinate remote communications and improve administrative workflows while working independently and overlapping with Sydney business hours.
About Jens GEm LLC
Jens GEm LLC is an innovative and growing company based in Sydney, Australia. As our team continues to expand, we are looking for a highly organized and proactive Remote Office Administrator to ensure our daily operations run smoothly, no matter where we are in the world.
Position Summary
We are seeking a reliable, tech-savvy, and detail-oriented Office Administrator to join our team remotely. In this role, you will be the administrative backbone of Jens GEm LLC, handling digital correspondence, scheduling, document management, and general operational support. Because our core team is based in Sydney, Australia, the ideal candidate must be highly autonomous and capable of managing their time effectively while ensuring some overlap with Australian Eastern Standard/Daylight Time (AEST/AEDT) for team meetings and real-time collaboration.
Key Responsibilities
- Virtual Reception & Communication: Manage the company’s primary email inbox, responding to inquiries promptly, screening communications, and routing important messages to the appropriate team members.
- Calendar & Schedule Management: Coordinate internal and external meetings across multiple time zones, primarily aligning with Sydney business hours where necessary.
- Digital Filing & Record Keeping: Maintain, organize, and update company databases, digital files, and cloud storage systems (e.g., Google Drive, Dropbox) to ensure information is secure and easily accessible.
- Data Entry & Financial Support: Assist with basic bookkeeping tasks, such as generating invoices, tracking expenses, and processing receipts using accounting software.
- Document Preparation: Draft, edit, and format reports, presentations, memos, and other business documents as requested by management.
- Remote Office Coordination: Act as a central point of contact for the remote team, facilitating internal communications via Slack, Microsoft Teams, or similar platforms.
- Process Improvement: Identify bottlenecks in current administrative workflows and propose digital tools or processes to improve overall team efficiency.
Qualifications & Requirements
- Experience: Minimum of 2–3 years of experience in office administration, virtual assistance, or a similar administrative role.
- Time Zone Flexibility: Ability to overlap a portion of your working hours with Sydney, Australia (AEST/AEDT) to facilitate seamless communication with the core team.
- Technical Proficiency: Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace (Docs, Sheets, Drive). Experience with communication and project management tools (e.g., Slack, Asana, Trello, Zoom) is highly preferred.
- Communication Skills: Exceptional written and verbal communication skills in English, with a professional and friendly digital demeanor.
- Self-Management: Proven ability to work independently in a remote environment, prioritize tasks effectively, and meet deadlines without direct in-person supervision.
- Equipment: Must have a dedicated, quiet workspace, a reliable computer, and a high-speed internet connection.
What We Offer
- Flexibility: A fully remote work environment allowing you to work from anywhere.
- Growth: Opportunity to take on more responsibilities and grow alongside a dynamic Australian-based business.
- Culture: A supportive, inclusive, and communicative digital company culture.
- Compensation: Competitive salary commensurate with experience
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