Admin & Finance Assistant with Rostering (Australian Client/Day Shift)

About Brainbox

Brainbox is different from every other BPO.  It's not just the amazing culture, strong brand, loyal customers, and talented staff - it is deeper than that.  The Brainbox core value of 'Always Be Kind' is embedded in every policy, decision, and every day.  We develop our people, and the Philippines management team is all Filipinos.  Everything we do aims to provide people with a work culture that helps them improve every single day. From unlimited training to HMO benefits from day 1, we want our people to love what they do and become the best versions of themselves.

Purpose of the role

The role provides high-accuracy administration, finance processing, and daily rostering support. It reduces administrative load on the Accountant, Finance, Operations, House Managers, and the Scheduling Coordinator. The focus is on:

• Precise AP, AR, billing, and reconciliation work

• Audit-ready financial documentation

• Accurate, rule-based rostering aligned to SCHADS Award, safety rules, and therapeutic staffing models

• Reliable follow-through, structured weekly outputs, and consistent communication with internal stakeholders

Key duties

Timesheet, invoice, and service data processing

Checking shift codes, sleepovers, travel time; validating TCW invoices; chasing missing items; compiling the weekly Master Timesheet / Payment File.

Accounts Payable

Matching invoices to roster records, approvals, and documents; data entry; preparing payment batches; maintaining vendor files.

Accounts Receivable & Billing

Preparing billing spreadsheets; issuing invoices; reconciling payments; sending debtor reports and following up aged debts.

Bank & ledger reconciliation

Daily and weekly reconciliations; identifying reconciling items; escalating irregularities; supporting month-end.

Rostering

Planning and building weekly rosters; worker matching based on safety, skills, gender, cultural needs; applying roster rules; releasing weekly rosters; making daily shift adjustments.

Compliance

Applying SCHADS rules for shift lengths, sleepovers, breaks, fatigue; ensuring worker eligibility; escalating staffing shortages or risk concerns.

Systems & data accuracy

Flow Logic, Excel, Teams; maintaining audit-ready shift and financial records.

General administration and communication

Maintaining structured filing; preparing spreadsheets; providing clear written updates; liaising with TCWs, suppliers, and internal staff.

Systems & tools expected

• Strong Excel

• Cloud accounting/ERP (with training)

• Flow Logic (with training)

• Teams and phone systems

• Structured filing and documentation management

Must-have attributes

• High accuracy with numbers and data

• Calm and structured decision-making

• Comfortable managing competing deadlines

• Strong written communication

• Integrity and confidentiality

• Ability to apply rules consistently without shortcuts

• Stable, reliable, and disciplined work habits

• Learns systems quickly

Perks

• Attractive and competitive salary
• Tenure-based and Performance-based incentives
• Paid time off
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.