Bookkeeping and Administrative Support

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Job Brief

This role provides bookkeeping and administrative support across financial, operational, and tender-related workflows. It combines core accounting tasks with business administration duties, ensuring consistent productivity throughout contracted hours. The focus is on accurate financial processing, organised digital records, and reliable support for internal and client-facing documentation. Strong communication, initiative, and attention to detail are essential.

Responsibilities

• Financial Record Keeping & Compliance

• Process supplier invoices and client billings accurately and on time.

• Complete monthly bank and credit card reconciliations using Xero or similar cloud accounting systems.

• Maintain accurate general ledger entries and support BAS collation and verification.

• Ensure compliance with Australian financial record-keeping and GST requirements.

• Assist with coordinating year-end reporting for external accountants.

• Business & Bid Administration Support

• Maintain and organise digital filing systems in Google Drive or SharePoint.

• Prepare and format client‑facing documents including pricing schedules, BOQ templates, and tender covers.

• Support tender logistics: version control, file naming, document organisation, and deadline tracking.

• Manage assigned email inboxes and assist with calendar coordination.

• Perform data entry for cost libraries, supplier databases, and resource build‑ups.

• Assist with procurement administration, including verifying ABNs, tracking quotes, and monitoring delivery schedules.

• Communication & Collaboration

• Liaise professionally with internal team members and external stakeholders such as accountants and subcontractors.

• Raise queries promptly when documentation is unclear or inconsistent.

• Suggest improvements to templates, filing systems, or workflows to increase efficiency.

• Time Management & Professional Standards

• Deliver assigned tasks within required timeframes.

• Use quieter periods to refine systems, update records, or improve documentation.

• Maintain strict confidentiality and uphold data security standards.

Requirements

• Certificate IV in Accounting and Bookkeeping, or equivalent practical experience.

• Proven experience providing bookkeeping and administrative support to Australian SMEs.

• Proficiency in:

• Xero (or MYOB/QuickBooks Online) for payables, receivables, and reconciliations

• Microsoft Excel for formulas, formatting, and data organisation

• Google Workspace (Docs, Sheets, Drive, Gmail)

• Strong understanding of BAS cycles, GST rules, and basic payroll concepts.

• Excellent written and verbal English communication skills.

• High accuracy, reliability, and ability to work independently.

• Dedicated home office with stable internet.

Software

• Xero (or MYOB/QuickBooks Online)

• Microsoft Excel

• Google Workspace

• SharePoint (as required)

Desirable

• Experience supporting tender or bid preparation processes.

• Familiarity with procurement administration.

Personal Attributes

• Highly organised and detail‑focused

• Reliable and accountable

• Strong communication skills

• Proactive approach to improving systems

• Able to manage workload without close supervision

Education

• Certificate IV in Accounting and Bookkeeping or equivalent experience.

Time Zone: Australian Business Hours

Applicant Location: Must be Filipinos living in the Philippines

About Outdesk

At Outdesk, our mission is to bridge the gap between exceptional talent in the Philippines and the dynamic business needs of our clients in Australia. We are committed to delivering bespoke recruitment and comprehensive employment solutions that foster long-term success for both our clients and staff.

Employee Benefits

• Paid Leave

• 13th Month Pay

• SSS

• Philhealth

• Pag-Ibig

• BIR

• HMO