Accounting Admin Assistant

Status: Remote | Full Time

Schedule: Mon-Fri | 8:30 AM - 5:30 AM AEST/ 6:30 AM - 3:30 PM PH Time

We are hiring for a 100% remote role.

For logistical and operational purposes,

we are only considering candidates based in the Philippines at this time.

Why choose Remote Staff?

100% Work from Home. No office-based setups. Manage your time efficiently and enjoy work-life balance.

15+ years in the remote work industry. We've helped more than 8K Filipinos establish virtual careers with international clients since 2007

Competitive and negotiable compensation (depending on skill level & experience

Role Overview:

We are seeking a highly organized, detail-oriented, and tech-savvy Administration / Virtual Assistant to support the company's Director and team. This role involves a wide range of administrative, secretarial, and compliance-related tasks to ensure the efficient operation of the firm. The ideal candidate will possess exceptional attention to detail, a strong ability to learn and adapt to new software systems, and a commitment to accuracy and quality.

Key Responsibilities:

Administrative & Executive Support:

Provide comprehensive administrative assistance to the company Director(s), including calendar management, appointment scheduling, and correspondence handling.

Manage email and electronic communications: collect, record, sort, and dispatch correspondence in a timely manner.

Arrange and book appointments, meetings, and client calls.

Handle document dispatch via Adobe Sign, including preparing and setting required fields for signatures.

Prepare and format letters, reports, memos, and emails; ensure all documents are professionally presented.

Perform data entry, document collation, electronic filing, and records management according to company standards.

Maintain accurate electronic and physical file systems to ensure audit trails and quality control compliance.

Prepare and send client invoices, statements of account, and follow up on receivables.

Support daily operations, including scanning, printing, saving to PDF, and document conversions.

Document Preparation & Compliance Support:

Assist with drafting and preparing various documents and returns, including:

Financial statements, tax returns, Activity Statements (BAS), and company records.

Australian Securities & Investments Commission (ASIC) forms, resolutions, and statements.

Download and review ASIC company statements from the ASIC Agent Portal, prepare solvency resolutions, cover letters, and invoices.

Prepare ASIC forms and related company documents (e.g., minutes, resolutions, share certificates, consents, and registers).

Review ATO correspondence via ATOmate, ensuring data fields are formatted correctly and advise the Director when ready for review.

Ensure accuracy in all client documentation—names, addresses, dates, financial details, and grammar—prior to dispatch.

Maintain confidentiality and compliance with company procedures and industry regulations.

Time & Billing Management:

Record daily time entries in the company's timesheet or job-costing system (HandiSoft) in six-minute increments.

Generate and manage work-in-progress (WIP) reports and raise tax invoices to clients.

Issue client statements, track outstanding payments, and support accounts receivable functions.

Key Requirements:

Core Competencies:

Exceptional attention to detail – ensuring accuracy in all written and numerical information.

High level of diligence and the ability to follow complex instructions precisely.

Quick learner – capable of mastering new software and adapting to changing systems or processes.

Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

Excellent written and verbal communication skills in English.

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Experience with Adobe Sign or other e-signature platforms.

Experience with or ability to learn accounting and compliance software, including: HandiSoft, Xero, Reckon, or similar. ATOmate and ASIC Agent Portal (highly regarded).

Strong understanding of cloud-based file management and digital workflow systems.

Preferred Background:

Experience in a Chartered Accounting firm or Australian accounting environment (highly preferred but not essential).

Experience preparing ASIC or ATO-related documents will be advantageous.

Familiarity with Australian business documentation, tax and compliance processes.