Client Services Officer

Intermediate Client Services Officer

Location: Manila (Mandaluyong)

Shift: Monday - Friday, 7AM - 4PM PH Time

Work Arrangement: Onsite

Unlock your potential At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, and Philippines supporting our global clients in the accounting industry.

ABOUT THE ROLE . . .

The purpose of this role is to provide comprehensive administrative, client and operational support to ensure the smooth and efficient functioning of day-to-day business activities. The position is responsible for managing internal communications, maintaining accurate records, supporting staff and client onboarding and offboarding, and handling key reporting functions. By assisting the Practice Manager and broader administrative team, this role plays a vital part in maintaining data integrity, supporting staff, and contributing to the overall operational effectiveness of the organization.

Core Responsibilities:

• Client Services
• Manage the onboarding and offboarding process for clients
• Assisting billing staff with information requests and communication with clients and third parties
• Debtor management support
• Client invoicing assistance
• Assisting with workflow management
• Interacting with clients via e-mail
• Manage client document e-signing using platforms like Docusign
• Managing Correspondence
• Handle incoming and outgoing communications via email.
• Manage calendars, schedule meetings, and coordinate appointments.
• Monitor and respond to HubSpot inquiries, email quarantines, and newsletters.
• General
• Maintain organized filing systems to ensure easy access to documents.
• Manage general company communications, including timesheets, deadlines, and business updates.
• Prioritize and manage workflow effectively using Outlook Tasks, , and MS Teams Planner.
• Manage records and databases.
• Approve file and software access for relevant parties.
• Maintain and update client data using the CRM system.
• Direct inquiries to the appropriate individuals or departments
• Answering main phone line and directing calls to the appropriate individuals or departments
• Maintain accurate and up-to-date databases and spreadsheets.
• Assist with data entry and basic analysis.
• Support special projects and events as required.
• Perform other administrative duties as assigned.
• Create, update, and share client folders and information.
• Send debtor statements and follow up on outstanding payments.
• Manage communications related to billing, ordering, and business operations
• Communicate with suppliers and vendors.
• Internal Operations
• Manage the onboarding and offboarding process for staff, including updates to relevant systems.
• Maintain employee records and oversee timesheet management.
• Ensure knowledgebase is up to date and compliant to support wider team
• Scheduling weekly meetings/trainings
• Stakeholder engagement for calendar management
• Set out of office and manage workflow for employees on leave
• Keeping well-organised files and records of business activity
• Giving feedback on office efficiency and suggesting possible improvements
• Writing and editing company correspondence
• Collecting and inputting company data
• Reporting
• Support the Practice Manager in preparing reports required by the Admin team.
• Generate database cleanse reports to ensure data accuracy.
• Manage the preparation and delivery of weekly and monthly reports.
• Download & distribute reports from software such as CCH, XERO and others
• Researching company data and archived reports

ABOUT YOU . . .

Key Skills & Requirements:

• Excellent attention to detail
• High level of organisation skills
• Strong interpersonal and communication skills
• Analytical thinking
• Adaptable to change
• Proficiency in CRM systems
• Data entry proficiency
• Prior experience in administrative roles, preferably in an accounting or similar field
• Demonstrated ability to handle tasks with precision and accuracy
• Understanding of Australian law and policies pertaining to client data, on/offboarding requirements and limitations as BAS Agents and in accounting industry.

Common Software Used:

• Microsoft Office (Word, Excel, SharePoint, Teams, Visio, Power Automate)
• DocuSign
• Accounting platforms (Xero, QBO, DEXT, Karon)
• Karbon
• CCH iFrim
• TPB
• ASIC / ATO (experience ideal)

What's in it for you?

• A competitive salary
• Health Insurance, and Life Insurance coverage
• 21 annual paid leaves
• Annual increase (Annual Performance Review)
• Tenure Recognition Program
• Access to certifications and courses from Ab2 Institute of Accounting
• 20+ options of free coffee and chocolate drinks
• Billiards, table tennis, or foosball in our breakout room
• Work-life balance and logging off on time for you to enjoy more personal time.
• A genuinely diverse, caring, supportive and high achieving team environment.
• Ongoing training, development and career progression opportunities
• Free & conveniently located onsite parking.

We live by our VALUES to cultivate and foster growth and innovation.

BE AWESOME: Exceptional individuals create collective genius. We celebrate success, reward outstanding performance, and make work fun by fostering a supportive and inspiring environment.

KEEP IT REAL: We value honesty, accountability, and open communication. We own our actions, prioritize compassion, empathy, and understanding, and foster meaningful conversations.

BRING THE WOW: We strive for excellence in everything we do. Going the extra mile is our standard, as we are committed to delivering outstanding results.

DREAM BIG: We embrace a culture of continuous learning, exploration, and improvement. With ambitious goals, we constantly seek knowledge and self-improvement.

Join TOA Global and experience the difference

We passionately embrace diversity and inclusion in all aspects of our organization. We believe by fostering an environment that values and celebrates individuals from diverse backgrounds, we unlock innovation, drive creativity, and amplify our ability to serve our customers and communities with excellence.