Bookkeeper/Administration Support

Be the Backbone of Projects and Finances

Take on a global career opportunity in environmental services where you'll strengthen operations and finance while staying close to home. This role gives you the chance to gain international exposure, support impactful projects, and make your mark in shaping sustainable solutions while advancing your career in administration and bookkeeping.

Job Description

As a Bookkeeper/Administration Support, you'll ensure smooth project operations and accurate financial reconciliation. From tender administration and digital systems management to reconciliation and reporting, you'll support teams with precision and provide timely administrative and financial insights that drive business success.

Job Overview

Employment type: Full-time

Shift: Day Shift

Work setup: Permanent WFH

Exciting Perks Await

• Day 1 HMO coverage with free dependent
• Competitive Salary Package
• Permanent WFH arrangement
• Day shift schedule
• Fixed weekends off
• Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with minimum of 6 months company tenure.)
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit )
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

The Qualifications We Seek

• Minimum of 3 years of experience
• Prior experience in administration, account reconciliation, bookkeeping, or general accounting
• High attention to detail and document quality control
• Proficiency with accounting software (e.g., Xero, MYOB, QuickBooks, or similar), Microsoft Office, Gmail, calendar/task systems, and digital filing tools
• Strong analytical and problem-solving skills
• Familiarity with Total Synergy (or similar project and financial software) is desirable
• Professional communication skills and ability to liaise across technical and executive teams
• Proactive, organized, and able to manage multiple priorities with limited supervision

Your Daily Tasks

Tender & Project Administration

• Accurately enter tender information into Total Synergy, including cost codes and billable status
• Update and maintain tender statuses (Submitted, Accepted, Declined) with notes
• Coordinate TEAM tenders and ensure digital folders are created, named, and accessible
• Liaise with the Bid Manager for updates, variations, or feedback on submissions
• Adjust and update project budgets in Total Synergy based on changes

Folder & Document Management

• Set up and maintain folders for tenders, proposals, and awarded jobs
• Ensure all project files are stored and named per protocols
• Support reorganization of existing project directories

Email, Calendar & Task Coordination

• Monitor the admin/info inbox and triage messages throughout the day
• Manage executive calendars and assist with scheduling for leadership
• Track tasks and ensure follow-ups and deadline visibility for senior staff

Reconciliation

• Perform daily, weekly, and monthly reconciliations of bank accounts, credit cards, and balance sheet accounts
• Review and match transactions to supporting documentation for accuracy
• Identify and investigate variances, escalating issues when necessary
• Prepare reconciliation reports and maintain clear, accurate records
• Collaborate with the CFO to resolve mismatches or timing differences
• Support month-end/year-end closing with reconciliations and schedules
• Assist in preparing monthly financial reports
• Ensure compliance with accounting standards and policies

Contract & Project Kickoff Support

• Assist with contract receipt, review, and filing
• Schedule and document project inception/kickoff meetings
• Ensure key contracts and documentation are accessible to project teams

Meeting Coordination & Documentation

• Draft and distribute agendas in advance
• Use AI transcription tools (e.g., Fred) to generate and refine meeting minutes
• Distribute accurate notes within deadlines

Market Research & Marketing Support

• Assist marketing with spreadsheet updates, industry research, and trends
• Support CRM input and record keeping

About the Client

Sustaining the Past, Supporting the Future

Our client is a leading heritage consulting and environmental services firm based in Australia, recognized for their expertise in archaeology, cultural heritage, and environmental management. They partner with government agencies, developers, and communities to balance development with cultural preservation. By combining deep industry knowledge with practical solutions, they support sustainable growth while honoring the legacies of the past.

Welcome to Emapta Philippines

Join a team that values camaraderie, excellence, and growth. Recognized as one of the Top 20 Dream Companies of Filipinos in 2024, Emapta stands proudly alongside industry giants, offering stability and exciting career opportunities. Your career flourishes here with competitive compensation, international clients, and a work culture focused on collaboration and innovation. Work with global clients across industries, supported by a stable foundation and like-minded professionals passionate about making an impact. We empower your success with opportunities for personal and professional development in an inclusive environment. Apply now and be part of the #EmaptaEra