Administrative Assistant (AU Accounting Firm)
Office based: Sto. Domingo, Angeles City
Job Description:
We are seeking a reliable and detail-oriented General Virtual Assistant with solid experience in Xero accounting software and various CRM platforms. The ideal candidate will provide administrative, accounting, and customer relationship support to ensure smooth daily operations. This role requires strong organizational skills, excellent communication, and the ability to work independently while managing multiple tasks efficiently.
Key Responsibilities:
Xero Bookkeeping & Accounting
- Perform daily bank reconciliations, invoicing, and expense tracking in Xero.
- Generate financial reports and support monthly closing processes.
- Assist in payroll processing and BAS preparation (if AU-based clients).
CRM Management
- Maintain and update client databases across CRM platforms (e.g., HubSpot, Zoho, Salesforce, Pipedrive).
- Manage lead pipelines, tag and segment contacts, and automate workflows.
- Track client interactions and generate CRM reports as needed.
Administrative Support
- Schedule appointments, manage calendars, and send reminders.
- Draft and manage emails, documents, proposals, and internal communication.
- Coordinate tasks between departments and follow up on deadlines.
Customer Service
- Respond to client inquiries via email, chat, or phone in a timely and professional manner.
- Provide after-sales support and follow-ups to ensure client satisfaction.
Other Ad Hoc Tasks
- Perform data entry, research, spreadsheet management, and reporting.
- Assist in light social media management and content scheduling (if required).
- File management using Google Drive, Dropbox, or similar platforms.
Qualifications:
- Proven experience as a General Virtual Assistant or similar administrative role.
- Proficient in Xero with hands-on experience in bookkeeping and reconciliation.
- Extensive CRM background – preferably familiar with 2 or more systems (e.g., Salesforce, HubSpot, Zoho, etc.).
- Strong understanding of accounting principles and familiarity with invoicing and financial reporting.
- Tech-savvy with knowledge of productivity tools such as:
- Google Workspace / Microsoft 365
- Trello, Asana, ClickUp, or similar project management tools
- Excellent written and verbal communication skills.
- Strong attention to detail, organizational, and time-management skills.
- Ability to multitask, prioritize, and work with minimal supervision.
Preferred but Not Required:
- Knowledge of Australian accounting and tax standards (BAS, GST).
- Experience in e-commerce platforms or digital marketing CRMs.
- Background in customer support or sales support roles.
Job Type: Full-time
Benefits:
- Additional leave
- Company Christmas gift
- Company events
- Health insurance
- On-site parking
- Paid training
Job Type: Full-time
Benefits:
- Additional leave
- Health insurance
- Paid training
- Pay raise
Schedule:
- 8 hour shift
- Day shift
- Holidays
- Monday to Friday
Supplemental Pay:
- 13th month salary
Application Question(s):
- Are you willing to work onsite? (Office Address: 3F Plaza Victoria Bldg., Sto. Domingo Angeles City)
- How soon can you start?
- What's your expected monthly rate? (Answer required)
Experience:
- Virtual Assistant: 1 year (Required)
- XERO: 1 year (Required)
- Accounting: 1 year (Required)
Language:
- English (Required)
Work Location: In person
