Onboarding & Licensing Administrator

Responsibilities: Youu2019ll bring structure, accuracy, and strong attention to detail to a fastu2011paced environment u2014 ensuring smooth, consistent onboarding cycles while providing precise administrative support for crew in licensing. + Coordinate and manage logistics for onboarding and licensing classes, including schedules, rosters, facilities, equipment preparation, and systems access until their transition to the appropriate administrative team responsible for training. + Act as a liaison between all partners involved in onboarding and licensing (HR, Licensing & Registration, Licensing Support, Compliance, IT, facilities, and site leadership). + Balance ongoing onboarding cycles with administrative needs of crew already in licensing. + Track and audit onboarding and licensing data in Excel and internal systems to ensure accuracy and completeness across processes. + Maintain workflow tools such as Power Automate, Oracle, Planon, and Microsoft 365. + Update and maintain standard work, documentation, and process materials while applying VMS and continuousu2011improvement principles to streamline onboarding and licensing administration workflows. u200b Qualifications: + Bacheloru2019s degree or equivalent experience. + 2u20133 years of experience in operations, HR operations, onboarding, administrative support, or similar structured workflows. + Strong organizational skills and experience coordinating multiu2011step processes in a fastu2011paced environment. + Detailu2011oriented mindset with the focus to maintain consistency in routine tasks while catching nuanced changes across interconnected processes. + Clear and confident communication with crossu2011functional partners. + Ability to learn systems quickly and manage multiple platforms. u200b Preferred Qualifications: + Strong Excel and Microsoft 365 skills, with comfort managing data accurately across systems. + Exposure to workflow or vendor platforms (Oracle, Planon, Pass Perfect, Workday). + Comfort using or learning workflow automation tools (Power Automate). + Calm, adaptable, and processu2011focused mindset. u200b Special Factors Sponsorship Vanguard is not offering visa sponsorship for this position. About Vanguard At Vanguard, we don't just have a missionu2014we're on a mission. To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best. How We Work Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.

Created: 2026-02-05