Virtual Assistant

1 week ago

Manila, National Capital Region, Philippines Hammerjack Full time A$60,000 - A$80,000 per year

JOB OVERVIEW

As an Accounts Admin, you will be a trusted advisor and expected to support multiple team members, proactively and effectively within the business. To be successful in this role, you will be expected to understand the business, and demonstrate a high level of business acumen and exceptional organisational skills, which will contribute to seamless day-to-day operations.

DUTIES AND RESPONSIBILITIES

  • Management and coordination of agendas for 1:1 and direct report meetings
  • Maintenance of the manager's calendars and email inbox/es
  • Writing error-free, eloquent emails and letters
  • Create and oversee the internal administration process and systems upkeep
  • Maintain confidentiality and use a high degree of discretion.
  • Full responsibility for the day-to-day operations of the executive management function
  • Oversee internal administration processes and system upkeep

Account Management

  • Handling Accounts Receivable and Payable functions.
  • Liaising directly with suppliers and/or clients on payments and invoices.
  • Payroll processing, Aro flo integration & xero
  • Uploading files and invoices accordingly to Xero.
  • Prepare IAS/BAS
  • Reconcille bills with statements
  • Create cashflow forcast if capable
  • Prepare superannuation lodgement/payment

Administration tasks – Job management software program - Aroflo

  • Job/work order creation on Aroflo
  • Preparation of invoices using pre built descriptions.
  • Preparation of andsending of deposit invoices.
  • Preparation of quotes using pre build descriptions
  • Changing status of job to reflect stage.
  • Sending request for quote to suppliers & following up.
  • Provide insurance & workplace health and safety to clients and goiverning bodies.
  • Following up workers to ensure all job information completed
  • Following up workers to ensure licenses current
  • Answer phone and take notes / answer of script.
  • Book in vehicle maintenance
  • Create periodic task for maintenance contract in Aroflo
  • Complete Account applications and set up new suppliers
  • Tentative scheduling of scheduled maintenance
  • Tentative scheduling of reactive work orders, confirming with client.

QUALIFICATIONS

  • Bachelor's/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
  • At least 2-4 years of experience as a Virtual Assistant with basic AU bookkeeping knowledge.
  • Project management skills are advantageous.
  • Strong analytical and computer (primarily Outlook, Excel, and Teams) skills
  • Work experience with Slack, Notion, G Suite, and WhatsApp is desirable.
  • Strong oral and written communication skills
  • Detail-oriented, always able to provide accurate and high-quality work.
  • Ability to manage multiple priorities while remaining focused on quality and delivery.
  • Good administrative and organizational ability.
  • Ability to learn quickly and think ahead.
  • High level of empathy and mindfulness
  • Provides systematic and dependable follow-up, as well as a high level of organization and preparedness.
  • Maintains workflow under pressure and in a fast-paced, high-profile work environment.
  • Experience with Aroflo software – Preferred

Job Type: Full-time

Benefits:

  • Additional leave
  • Company events
  • Free parking
  • Health insurance
  • Life insurance
  • On-site parking
  • Promotion to permanent employee
  • Staff meals provided

Experience:

  • Bookkeeping: 2 years (Preferred)

Work Location: In person

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