Finance and Admin Coordinator

Position Description: Administrative & Finance Coordinator

Position Title: Administrative & Finance Coordinator Employment Type: Full-time Location: Remote Reports To: [Manager or Director]

Who is Universal-U?

Universal-U Philippines Inc. is a global consultancy providing innovative staffing solutions and strategic workforce optimisation. Based in the Philippines, we support clients worldwide while ensuring compliance with local labour laws and ethical practices.

We deliver top-tier talent and manage recruitment, training, HR, payroll, and administration so clients can focus on growth. Our commitment is to long-term partnerships and flexible, high-quality staffing solutions.

Purpose of the Role

The Administrative & Finance Coordinator is responsible for providing comprehensive administrative, financial, and scheduling support within an aged care environment. This role ensures smooth daily operations by managing invoicing, financial processing, staff scheduling and rostering, and client bookings.

The role requires strong organisational skills, high attention to detail, and the ability to manage competing priorities while supporting both clients and internal staff. The coordinator plays a key role in ensuring timely service delivery and maintaining compliance across administrative and financial activities.

Key Responsibilities

Financial Administration

• Process invoices accurately and in a timely manner.
• Track payments, follow up outstanding invoices, and maintain financial records.
• Support basic bookkeeping tasks as required.
• Ensure financial documentation aligns with organisational policies and industry standards.
• Manage timesheet collection, checking, and preparation for payroll processing.
• Assist with payroll-related coordination and resolving payroll queries.

Scheduling & Rostering

• Create and manage staff rosters to ensure adequate coverage for aged care services.
• Adjust schedules as needed based on client requirements and staff availability.
• Communicate roster updates promptly to all relevant team members.

Bookings & Client Coordination

• Manage client bookings, rescheduling, and cancellations.
• Allocate services efficiently based on staff skills, availability, and client needs.
• Provide high-quality customer service to clients, families, and providers.
• Maintain accurate records of all bookings and client communications.

Administrative Support

• Maintain organised electronic records and documentation.
• Manage shared inboxes, ensuring timely responses and accurate filing.
• Prepare reports, spreadsheets, and administrative documents as required.
• Support internal teams with general administrative tasks to ensure smooth operations.
• Provide calendar management support for leaders and administrators.
• Assist with responding to internal and external queries professionally.

Social Media & Communication Support

• Assist with basic social media updates and communication posts as directed.
• Support administrative aspects of social media management (scheduling posts, monitoring comments, organising content).
• Maintain consistent branding and messaging across communication channels.

Compliance & Accuracy

• Ensure all administrative and financial processes follow organisational procedures and aged care requirements.
• Maintain confidential information securely and professionally.
• Support audits and internal reviews by providing accurate records when required.

Key Skills and Attributes

• Strong attention to detail and high accuracy in financial, administrative, and payroll tasks.
• Excellent communication and customer service skills.
• Strong organisational and time-management skills, with the ability to prioritise urgent tasks and meet deadlines.
• Ability to manage multiple priorities and work independently.
• Proficiency with scheduling tools, financial systems, payroll or time sheeting platforms, and Microsoft Office Suite.
• High level of confidentiality and professionalism when handling sensitive information (payroll, client data, staff records).
• Ability to quickly learn and adapt to new software, systems, and digital tools.
• Strong problem-solving skills and initiative to resolve scheduling issues, financial discrepancies, or operational challenges.
• Customer-centric mindset with a positive and supportive approach to staff and client interactions.
• Strong written communication skills for emails, reports, documentation, and social media updates.
• Ability to collaborate effectively with internal teams, leadership, service providers, and care staff.
• High accuracy and reliability when working under pressure or toward tight deadlines.
• Adaptability and flexibility to adjust to changing schedules, priorities, and operational needs.

Qualifications and Experience

·Essential

• Experience in administration, finance, or invoicing roles.
• Experience in scheduling or rostering (aged care or similar sectors preferred).
• Demonstrated ability to manage bookings and customer inquiries professionally.
• Experience with timesheeting, payroll support, or related financial coordination.
• Strong computer skills and experience using administrative software and systems.

· Desirable

• Experience working in the aged care, disability, or community services sector.
• Knowledge of Australian aged care standards and service requirements.
• Familiarity with workforce management or rostering software.
• Basic experience in social media management.

Performance Indicators

• Timely and accurate processing of invoices, payroll support, and financial tasks.
• Efficient and error-free scheduling and rostering.
• High satisfaction from clients, staff, and leaders regarding communication and coordination.
• Timely and organised responses to administrative queries.
• Compliance with organisational policies and industry standards.

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