People & Culture Administrator / HR Coordinator – Australian Client

Position Title: People & Culture Administrator Work Schedule: AU Business Hours (Start time between 6:00–7:00 AM Manila Time, Monday to Friday) Industry: Healthcare / Allied Health / Disability Services Position Overview The P&C Administrator is a critical operational role within the P&C team, providing high-quality administrative and coordination support across the employee lifecycle. This role is the first point of contact for the P&C inbox, manages contract variations end-to-end, and ensures compliance documentation is accurately collected, tracked, and maintained for all new and existing employees across the company's Australian workforce. The role is expected to work with a high degree of autonomy, sound judgement, and minimal supervision, escalating appropriately and proactively identifying process improvements. Key Responsibilities P&C Inbox & Employee Query Management Act as first point of triage for the shared P&C inbox, responding to or redirecting employee and manager queries in a timely, professional manner. Prioritise and track inbox items to ensure nothing is missed, applying judgement on urgency and sensitivity (e.g. ER matters, payroll-impacting requests). Maintain response time and quality standards consistent with supporting a distributed, Australia-wide workforce. Contract Administration Prepare and execute contract variations (e.g. salary changes, title/role changes, hours changes, location changes) in line with approved changes and applicable state/territory employment requirements. Draft new employment contracts, offer letters, and other employment correspondence using approved templates. Maintain accurate version control and a central register of all contract variations executed. Liaise with the Head of P&C Operations & Safety and relevant approvers to confirm approvals prior to issuing documentation. Compliance & Documentation Proactively coordinate, track and follow up all required pre-employment compliance documentation for new starters to ensure onboarding requirements are completed ahead of commencement. Monitor, track and follow up recurring or renewing employee compliance requirements to ensure records remain current and any required updates, checks, acknowledgements or evidence are completed within required timeframes. Maintain an accurate compliance tracker/register by state/territory, flagging overdue or at-risk items to the Head of P&C Operations & Safety. Ensure all employee files and records are complete, accurate, and stored in line with Australian privacy legislation requirements. Onboarding & Offboarding Support Coordinate new starter administration: contract issuance, compliance document collection, HRIS setup, and induction scheduling. Support offboarding administration including exit documentation, final compliance checks, and offboarding checklists HRIS & Systems Administration Maintain accurate and up-to-date employee records in Employment Hero, including new starters, variations, and terminations. Run routine data integrity checks and reporting from Employment Hero to support P&C reporting cadences. General P&C Administration Provide general administrative support to the P&C team, including scheduling, document formatting, and maintaining templates/registers. Support the preparation of P&C reporting, audits, and ad hoc projects as required. Contribute to continuous improvement of P&C processes, templates, and trackers. Undertake other duties as reasonably required and consistent with the seniority of the role. Key Relationships Internal Head of P&C Operations & Safety (direct manager) Chief People Officer Wider P&C team members People Managers/Team Leaders and employees Finance/Payroll External HRIS vendor (Employment Hero) support contacts Background check, NDIS screening, and verification providers as required Qualifications & Experience Essential Essential 3+ years' experience in an HR/P&C administration, coordination, or HR shared-services role, ideally supporting an Australian workforce remotely Demonstrated experience managing contract documentation and/or employment variations with high attention to accuracy. Strong working knowledge of employee compliance documentation requirements and comfort managing sensitive, confidential information. Hands-on experience with an HRIS platform (Employment Hero highly regarded). Excellent written English and communication skills, with the ability to communicate professionally with senior stakeholders. Strong organisational skills with the ability to manage competing priorities and high-volume administrative workloads independently. Comfortable working autonomously in a remote-first environment with overlapping hours against Australian (AEST/AEDT) business hours. Desirable Working knowledge of the Fair Work Act 2009 and Australian employment conditions Experience supporting a healthcare, allied health, disability services, or NDIS-registered organisation. Experience working within a business undergoing brand consolidation, M&A integration, or organisational change. Tertiary qualification in Human Resources, Business, or a related field. Performance Expectations P&C inbox queries acknowledged and actioned within agreed SLA timeframes. Contract variations executed accurately and within agreed turnaround times, with a fully maintained register. New starter compliance documentation completed prior to or on start date, with minimal exceptions. Existing employee compliance items tracked with zero unactioned overdue items at any reporting point. Employment Hero records maintained at a high standard of accuracy, supporting reliable P&C reporting.