Accounts & Customer Service/ Admin Assistant

Accounts & Customer Service/ Admin Assistant

Shift Schedule: (Mon-Fri) - between 8:30am - 5:30pm AWST

Employment type: Full time (40 hours per week)

Reports to: Associate Director

Role Overview

We are seeking a proactive and detail-oriented Admin & Accounts Assistant to manage the daily financial, customer service, and administrative operations of our business. This hybrid role is crucial for maintaining efficient workflow and ensuring financial accuracy. The successful candidate will have a strong aptitude for both administrative tasks and interpersonal communication, with a focus on timely task completion.

Primary Tasks

● Accounts & Finance (Primary Focus):

○ Enter, review, and reconcile accounts payable (AP) and accounts receivable (AR) transactions in Xero.

○ Process supplier invoices using Hubdoc and Xero, ensuring accuracy and correct coding.

○ Monitor outstanding invoices and follow up with customers for timely payments.

○ Prepare monthly finance reports and summaries for management review.

○ Assist with fuel orders, invoice uploads, and financial data entry for compliance.

○ Liaise with the finance team on payroll queries, reconciliations, and compliance tasks.

○ Maintain accuracy of finance blog content (1 per month) with the support of AI writing tools.

Bookings & Customer Service (Secondary Focus – Tues/Wed):

○ Manage customer inquiries for flight and rental bookings via email and online platforms, with a focus on an excellent phone and email manner.

○ Provide professional and timely pre- and post-flight communication to guests.

○ Enter bookings into Rezdy within 3 minutes per order.

○ Update SARRMs data accurately within the required timing standards (10 seconds per passenger, 30 seconds per aircraft).

○ Manage amendments, rescheduling, and cancellations of bookings.

Marketing & Content Support (Tertiary Focus):

○ Draft and publish 4 monthly Air Charter blog posts using AI assistance.

○ Draft and publish 1 monthly Finance blog and support LinkedIn content for aviation finance insights.

○ Coordinate Social Bee scheduling and maintain timely updates on social media.

○ Assist in website updates, SEO improvements, and image uploads (as required).

Administration & Compliance:

○ Perform weekly audits of hazardous registers and compliance documents.

○ Maintain filing systems and recordkeeping for operations, orders, and pilot logistics.

○ Manage pilot accommodation and car hire bookings as required.

○ Maintain order supplies and track inventory (ensuring no stockouts).

○ Report system bugs, IT issues, and help maintain booking system updates (Rezdy/Google Workspace).

Required Experience

● Minimum 2 years of experience in a similar finance, accounts, or admin support role where meeting deadlines was crucial.

● Extensive hands-on experience with Xero and Hubdoc. This includes proficiency in managing AP/AR, bank reconciliation, and generating invoices.

● Proven ability to work in a remote (offshore) capacity.

● A track record of providing excellent customer service.

● Experience with fast and accurate data entry.

● Direct experience in creating and sending invoices to customers.

● Experience in managing and responding to customer inquiries through various channels.

Nice to have experience

● Previous experience in tourism, travel, or the aviation industry.

● Familiarity with payroll processing and wage declarations.

● Experience with a Customer Relationship Management (CRM) system.

● Experience with content creation and social media scheduling tools like Social Bee.

Required Education

● Bachelors degree

● Relevant vocational training or a certificate in accounting, bookkeeping, or a related field is highly desirable.

Required Traits

● Proactive and Self-Motivated: The capacity to manage a diverse workload independently, anticipate needs, and take initiative without constant supervision.

● Highly Detail-Oriented & Accurate: The ability to notice and correct small errors in financial data and maintain high accuracy in data entry.

● Excellent Written & Verbal Communication: A professional and friendly phone manner and the ability to compose clear and concise emails.

● Efficient & Organized: A proven ability to manage time effectively, prioritize tasks, and complete all responsibilities in a timely manner.

● Problem-Solver: A natural inclination to troubleshoot and find effective solutions to challenges.

Required Software/Systems

● Xero

● Hubdoc

● Google Workspace

● High level of computer literacy.

Nice to have Software/Systems

● Social Bee (or other social media scheduling tools)

● Rezdy

● Experience with a payroll system (e.g., ADP, Gusto, Xero Payroll).

Job Type: Full-time

Pay: Php60, Php75,000.00 per month

Benefits:

• Company events
• Paid training
• Work from home

Application Question(s):

• How many years of experience do you have working with Xero? Can you share the specific tasks you handled (e.g., AP/AR, reconciliations, generating invoices)?
• Can you describe your experience with accounts payable and receivable (AP/AR)?
• Do you have experience managing payroll queries, reconciliations, or compliance tasks?
• Have you ever prepared monthly finance reports or compliance-related financial data?
• What is your experience in handling customer inquiries (via phone, email, or booking platforms)?
• Have you worked with any online booking systems (like Rezdy or similar)?
• Have you ever created or published content such as blogs, social media posts, or LinkedIn updates?
• Do you have experience using Social Bee or another scheduling tool for social media?
• Are you familiar with basic SEO or website updates (uploading images, editing content, etc.)?
• Have you had responsibility for maintaining compliance records, filing systems, or audits in past roles?
• Do you have experience managing inventory, supplies, or logistics bookings (like accommodation or car hire)?
• Do you have at least 2 years of experience in a finance, accounts, or admin support role?

Work Location: Remote

Expected Start Date: 09/29/2025