This is a Administration Coordinator role with Australian School of Entrepreneurship based in Sydney, NSW, AU

== Australian School of Entrepreneurship ==

Role Seniority - junior, mid level, graduate

More about the Administration Coordinator role at Australian School of Entrepreneurship

Role Overview The Administration Coordinator keeps The Australian School of Employment Digital Solutions Program accurate and running smoothly behind the scenes at our Sydney Launchpad. This role looks after the program inbox and our automation system, keeps participant records right and makes sure every small business gets the correct answer the first time.

While the Community Engagement Officer brings businesses into the program and keeps them engaged, the Administration Coordinator makes sure everything behind that experience just works. Every email is checked before it goes out, every coach session is recorded by the end of the day and every booking, payment and record lines up.

Reports to: Program Delivery Manager, Digital Solutions

Employment type: Full-Time, Fixed Term to March 2030 (38 hours per week, 8am to 4pm Monday to Friday)

Location: The ASE Group Sydney Launchpad, 8 Cunningham Street, Haymarket

Salary: $70,000 to $79,999 inc super. (We’ll work with you on a explicit plan to help you hit your goals in skills in salary as you grow with us!)

KEY RELATIONSHIPS

- Internal: Program Delivery Manager, Community Engagement Officer, Digital Business Coaches, Program Facilitators, Partnerships and Stakeholder Engagement Officers, all Australian School of Employment staff and the Director, Program Delivery
- External: Participants and applicants, Local Councils and referral partners and the wider small business community

Key Accountabilities

- Email automation oversight: Reviews and approves every email our automation system drafts in the program inbox before it goes out, checking it is accurate, warm and consistent with the Digital Solutions Knowledge Base. Fixes drafts where needed and flags gaps or outdated information so the knowledge base stays current.
- Escalations: Picks up every enquiry the automation system flags for a human,



including hardship evidence that doesn’t clearly meet the criteria, refund requests, disputed sessions, exception requests, previous provider commitments and complaints. Resolves what sits within the program rules and takes anything needing a decision to the Program Delivery Manager.
- Daily coach notes and program records: Confirms each day by close of business that every Digital Business Coach has completed their session notes and follows up on anything outstanding.

Keeps

Asana accurate and current as the official program record, including applications, eligibility outcomes, $110 co-contributions and hardship waivers. Links payments to the right application by matching name and ABN and reactivates applications once payment is received.

- Calendar integrity: Confirms mentoring appointments, monitors coach calendars for discrepancies and processes booking changes, including face-to-face to Microsoft Teams switches and re-bookings after late cancellations. Works hand in hand with the Community Engagement Officer, who fills empty slots through participant outreach.
- Participant compliance: Applies the 72-hour cancellation and rescheduling policy consistently, records sessions that count towards a participant’s mentoring allocation, processes medical certificates received before appointments and actions suspensions once confirmed.
- Systems and automations: Works with the Program Delivery Manager to maintain and improve the systems and automations that move participants from enquiry and application through to mentoring, workshops, webinars and completion.
- Partner and workshop administration: Issues approved council and partner subsidy codes and confirms workshop registration links,



so participants always get the right details. Works alongside the Community Engagement Officer, who arranges and promotes workshops to our small business community.

KEY TARGETS This Role Is Directly Accountable For

- Coach session notes completed by close of business every day
- Every automated email reviewed before it is sent
- Escalations actioned and resolved
- Accurate and current participant records in Asana with no backlog

SELECTION CRITERIA

Essential

- Sharp eye for detail with a high level of accuracy across records, payments and correspondence
- Clear, warm written communicator who can spot when an email isn’t quite right
- Comfortable working alongside AI and automation tools and knowing when something needs a human
- Confident working across multiple systems and keeping records reconciled
- Applies program rules consistently and kindly, including saying no when the answer is no
- Ability to manage a busy inbox and competing deadlines without losing track

Desirable

- Experience in administration within a small business, social enterprise or government-funded program
- Comfort with tools like Asana, Calendly and Microsoft 365

Before we jump into the responsibilities of the role. No matter what you come in knowing, you’ll be learning new things all the time and the Australian School of Entrepreneurship team will be there to support your growth. ? Please consider applying even if you don't meet 100% of what’s outlined ?

Key Responsibilities

- ? Overseeing email automation
- ⚠️ Handling escalations
- ? Maintaining program records

Key Strengths

- ? Attention to detail
- ✉️ Written communication
- ? Automation proficiency
- ? Administration experience
- ?️ Familiarity with tools

Why Australian School of Entrepreneurship is partnering with Hatch on this role. Hatch exists to level the playing field for people as they discover a career that’s right for them. So when you apply you have the chance to than just your resume. A Final Note: This is a role with Australian School of Entrepreneurship not with Hatch.

📌 Administration Coordinator (Sydney)
🏢 Hatch
📍 Sydney