Marketing, People & Admin Coordinator

Who is Sharesource?

We are a social enterprise dedicated to connecting global opportunities with talented individuals. Currently, we serve Australian clients and aim to empower businesses to thrive by accessing the talent they need worldwide. Our mission is to support individuals in achieving success in their careers while fostering a company culture that embodies our values.

What are we looking for?

We're looking for a Marketing, People & Administration Coordinator who is a critical operational support role within the organization, enabling the business to scale through disciplined administration, strong documentation, and reliable execution across Marketing, People & Culture, general administration, and selected finance and supplier support activities.

The role is intentionally weighted toward Marketing Administration and Human Resources Administration, while retaining the flexibility to support leadership, projects, and day-to-day operational coordination as required.

By owning follow-through, records, communication support, and process hygiene, the role removes administrative friction from senior leaders and delivery teams, improves employee experience, supports brand and marketing execution, and ensures core business information remains accurate, organised, and easy to access.

What are you expected to do?

• Marketing Administration
  • Coordinate activities with external marketing agencies, designers, content creators, digital providers, and partner marketing teams.
  • Track marketing projects, approvals, deadlines, and deliverables.
  • Manage the marketing request queue and prioritisation.
  • Coordinate content from internal teams and facilitate review and approval of campaigns, website updates, social media, and communications.
  • Maintain marketing trackers, content libraries, brand assets, and sales collateral.
  • Support marketing across Microsoft, AWS, Databricks, and partner programs.
  • Coordinate events, webinars, workshops, and partner activities.
  • Assist with MDF, co-op funding, and vendor marketing programs.
  • Track campaign performance, event attendance, and reporting.
  • Maintain mailing lists, databases, and ensure materials align with branding standards.
  • Coordinate internal communications and support client marketing initiatives, including co-branded campaigns and reporting.

• People & Culture Administration
  • Coordinate onboarding/offboarding, maintain employee records, and manage employment documentation.
  • Support policy tracking, compliance records, and performance review cycles.
  • Assist with salary reviews, surveys, and general People & Culture administration.

• Quality, ISO & Compliance Support (ISO 9001 / ISO 27001)

  • Maintain document registers and version control.

  • Coordinate policy updates and staff acknowledgements.
  • Support non-conformance tracking, quality meetings, and audit preparation.
  • Ensure proper storage of quality documentation.

• Finance & Billing Administration

  • Assist with invoice preparation in ConnectWise for Xero.

  • Handle invoice queries, supplier invoices, and finance inbox monitoring.
  • Maintain records for reconciliations and support invoice processing with clear audit trails.

• Leadership & General Administration
  • Support leadership communications, meeting preparation, and documentation.
  • Maintain SharePoint/OneDrive filing and legal contract registry.
  • Assist with insurance renewals and general administration tasks.

• Procurement & Vendor Administration Support
  • Coordinate procurement requests and ensure approvals are obtained.
  • Liaise with vendors for quotes, orders, and renewals.
  • Manage procurement records and ensure proper documentation in systems.
  • Coordinate with Finance on supplier invoices and track contract renewals.

• Key Stakeholders

  • Business Units (Managed Services | Data | Resell)

  • Leadership Team

  • People & Culture

  • Finance

  • Quality & Compliance

  • External suppliers and service providers

You'll be a great fit if:

• You are highly organised and deadline-driven.

• You are comfortable coordinating multiple external vendors simultaneously.
• You have excellent written communication and proofreading skills.

• You use AI tools effectively.

• You operate with limited supervision.
• You have proven experience in IT operations and senior administration roles.
• You have high attention to detail, with strong documentation discipline.
• You are confident working with senior leaders.
• You have experience using marketing, HR, finance, and document management systems.
• You have strong organisational and time-management skills.
• You maintain registers, audit artefacts, and structured documentation.

• You demonstrate professional written and verbal communication.

It would be desirable if:

• You have experience with Employment Hero, Xero, ConnectWise, AWS, and Microsoft Partner portals.

• You have exposure to ISO 9001 and ISO 27001.

• You have experience in Managed Services and Professional Services IT environments.

Personality & Behavioural Traits:

• You are detail-oriented and structured.

• You are dynamic and proactive, able to manage competing priorities.

• You are comfortable performing repetitive or compliance-driven administrative tasks.
• You are confident engaging with executives while remaining hands-on.

• You are discreet, trustworthy, and process-focused.

The role will work daily across the following systems:

• Marketing Systems

• Employment Hero – HR administration, contracts, policies, certifications, acknowledgements
• ConnectWise – Managed Services Provider platform.
• Xero – finance administration, invoice handling, reconciliation support
• Microsoft 365 Suite – Outlook, Teams, SharePoint, OneDrive, Word, Excel, PowerPoint, Planner, Loop
• Supplier Billing Portals – invoice retrieval, usage reports, billing queries
• Partner Portals – Certifications across AWS Partner Central, Microsoft Partner Portal, DataBricks
• SharePoint / OneDrive – document control, registers, and governance artefacts

Please note: This role is remote; however, we require candidates to be based locally in the Philippines. This is to support occasional onsite activities such as team events, client meetings, or equipment handover. Additionally, local residency is necessary for compliance with Philippines labor laws and employment regulations.

Why work for Sharesource?

Our clients come from all walks of life and so do we. We hire hundreds of skillful individuals from a wide variety of backgrounds, genders, ages, and personalities to live out our diverse culture and make a positive impact on the world!

Our 5 Values:

• Make a social impact: We balance our work for client teams and for society by constantly making a positive impact.
• Be proactive: We encourage brave thinking and continuous improvement, and drive change through action.
• Create value: We create measurable values for our stakeholders: our teams, partners, suppliers, investors, and communities.
• Be fair, open and honest: We foster equality and inclusivity in a supportive environment that embraces diversity and celebrates achievements.
• Add fun, passion and love: We prioritise fun and passion, fostering higher engagement and a positive can-do attitude.

What to Expect in the Process?

1. You'll go through 3–4 interviews plus a possible assessment with our client partner. This includes an initial chat, a culture-fit interview, and 1–2 conversations with our awesome client. The whole process usually takes 1–2 weeks, but we'll let you know if things need to move quicker.
2. Our best advice? Be yourself and enjoy the conversations. We'll keep you updated every step of the way, and you're always welcome to reach out for updates anytime.
3. If all goes well, we'll complete reference checks and requirements quickly—so we can get that job offer to you without delay.

We would be grateful if you have these already:

• Fit to Work/Health Card (Basic 5 employment medical tests)

• NBI Clearance

• Social IDs - PHIC, SSS, HDMF, TIN

• Character references with contact info

At Sharesource, we believe in the value of diversity and inclusion. We are committed to creating a diverse, respectful, and inclusive workplace, and we do not discriminate based on factors such as race, gender, religion, sexual orientation, or disability.

Originally posted on Himalayas