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Operations & Systems Coordinator

IMMEDIATE START | BALLINA NSW | PART-TIME

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About Sistability

Sistability is a Northern Rivers certified social enterprise providing aged care coordination and in-home support to older people, carers and NDIS participants across the region. We’re a values-led, technology-forward business in a period of growth and transformation — and a 2026 Ballina Business Excellence Awards winner, taking out Employer of Choice (20 employees & under), Excellence in Workplace Health & Wellbeing, Excellence in Diversity & Inclusion, and Excellence in Small Business (6–20 employees).

Position summary

The Operations & Systems Coordinator works directly under the CEO as her right hand — taking both operational and personal-assistant tasks off her plate so she can focus on business development and strategy. You'll coordinate our business systems, lead and deliver key projects, keep our documentation and processes sharp, and help the business run more efficiently as we grow. This is a broad role that will grow with the business: over time you'll take on more of our operations, future projects and day-to-day support — and potentially some marketing execution, as much of it is now AI-assisted.

For your first three months, the focus is delivering our grant-funded transformation project (to 31 October) — migrating our scheduling system to a new platform, setting up HubSpot automation workflows, updating our aged-care training modules, coordinating equipment procurement, and tracking grant spending. You'll need to hit the ground running, particularly on the scheduling migration. This initial period runs at up to full-time hours; after 31 October the role settles into ongoing part-time.

This is a hands-on, largely autonomous role. You'll work directly under the CEO with minimal supervision, so you need to be genuinely self-directed — able to see what needs doing and get on with it, without waiting to be told.

Employment details

Employment type:  Ongoing part-time, with an initial full-time period to deliver the grant project

Hours:  20 hours per week ongoing; up to full-time (38 hours) during the initial ~3-month grant delivery period (to 31 October 2026)

Location:  On-site at our Ballina NSW office

Reports to:  Chief Executive Officer (works directly under the CEO)

Classification:  Clerks—Private Sector Award 2020 (MA000002)

Remuneration:  Clerks Award Level 4

Key responsibilities

Administration & executive support

  • Manage the CEO’s diary and meeting schedules.

  • Provide personal assistant support to the CEO, including personal appointments, errands and ad hoc tasks.

  • Prepare correspondence, reports and presentations. 

  • Coordinate appointments and events.

  • Complete data entry and keep business records and filing systems accurate and up to date.

  • Coordinate the printing and distribution of marketing collateral and offers.

  • Assist with HR administration, recruitment and onboarding.

  • Support day-to-day office administration.

Projects, systems & grant delivery

  • Lead the migration of our scheduling system from our current platform (ZenMaid) to a new rostering/operations platform (e.g. ShiftCare), and get it fully set up and running — this is the first priority.

  • Build and update workflow automations in HubSpot — an analytical task, though AI tools can do much of the heavy lifting.

  • Support the delivery and acquittal of the grant-funded transformation project, including tracking grant spending against budget.

  • Purchase equipment and coordinate procurement for grant-funded initiatives.

  • Update and maintain training materials in our learning platform (Tribal Habits).

  • Research and implement technology and AI tools to improve efficiency.

  • Monitor project timelines, follow up on outstanding actions, and prepare project documentation and reports.

Continuous improvement

  • Identify opportunities to improve business processes.

  • Document policies, procedures and workflows.

  • Support automation and digital transformation initiatives.

  • Contribute ideas that improve productivity and service delivery.

About you

Essential

  • Exceptionally organised, able to coordinate multiple projects and priorities at once.

  • Genuinely self-directed — you see what needs doing and get on with it, without waiting for instructions or needing sign-off at every step.

  • Comfortable working autonomously, directly under the CEO, with minimal supervision.

  • Highly tech-savvy — you learn new software fast and are confident setting up and configuring systems (CRM, rostering, learning platforms).

  • Analytical and a strong problem-solver, particularly when building workflows and automations (AI tools can do much of the heavy lifting).

  • Embraces AI as an everyday productivity tool.

  • Ready to hit the ground running — confident picking up and migrating software systems quickly.

  • Strong written communication skills.

  • Sound judgement and discretion handling confidential information.

  • Right to work in Australia, and 

  • A current driver’s licence.

Desirable

  • Experience configuring or administering business systems (e.g. HubSpot, ShiftCare/ZenMaid or similar rostering, an LMS such as Tribal Habits, Google Workspace).

  • Experience migrating or implementing a new software platform.

  • Project coordination experience.

  • Experience in a grant-funded, health, aged care, disability or community services setting.

  • Able to post to social media and put together newsletters — a bonus, not a core duty (our Marketing Coordinator owns this and has already scheduled content for her upcoming leave).

What your first 90 days might look like

  • Weeks 1–4: Get across our systems and the grant plan; begin migrating our scheduling system from ZenMaid straight away.

  • Weeks 5–8: Complete and embed the scheduling migration; build and refresh HubSpot automations; purchase grant-funded equipment and track spend against budget.

  • Weeks 9–12: Update training materials in Tribal Habits; own project tracking and reporting; and start shipping efficiency improvements across the business.

How to apply

Apply via the application form below. Attach your résumé and answer a few short questions — no formal cover letter required.

Applications are reviewed as they are received and early applications are encouraged.

Closing: Friday 25 July 2026, or earlier if the role is filled.