About us
Oliluca Accountants & Advisors is a Melbourne based accounting firm, which provides a broad range of taxation, accounting and advisory services to Small and Medium Australian businesses. OLILUCA Global is the department where we recruit talents to help our accounting firm’s clients to increase the productivity and improve their business processes.
Role Summary
The Admin Assistant plays a crucial role in providing operational and administrative support across various functions of the organisation. This includes email and document management, calendar management, research, reporting, and communication with internal and external stakeholders. The successful candidate will support both day-to-day tasks and long-term initiatives, contributing to the efficiency and effectiveness of the team.
Qualifications and Requirements:
- Bachelor’s degree in Office Administration, Business Administration, or a related field.
- Experience working with an Australian organisation is strongly preferred but not required
- Excellent English communication skills, both written and verbal
- Highly attentive to detail, with strong file organisation and data retrieval skills
- Proficient in MS Office applications and Google Workspace (Docs, Sheets, Drive, etc.)
- Knowledgeable in professional email etiquette and virtual collaboration tools (e.g., Zoom, MS Teams)
- Strong analytical and problem-solving skills
- Excellent time management, capable of prioritising and meeting deadlines
- Demonstrates discipline, professionalism, and a positive work attitude
- Clean attendance record, no major attendance issues
- Must not hold other full-time or part-time jobs
Key Responsibilities:
Administrative Support
- Perform general clerical and administrative tasks (filing, data entry, etc.)
- Manage calendars, schedule meetings, and coordinate appointments
- Assist executives with meetings, conferences, telephone calls, and follow-ups
- Handle executives’ personal matters when required
- Maintain and update contact databases
- Conduct research and gather relevant information as needed
- Document internal processes and procedures for consistency and reference
- Manage tasks and projects to ensure timely completion
- Provide regular and ad hoc reports to management and executives
- Carry out other administrative duties as assigned
Communication & Email Management
- Check, write, and respond to emails professionally and promptly
- Ensure timely follow-ups and escalate important messages appropriately
- Communicate with participants and support workers to confirm or verify key information
Document & Record Management
- Manage and organise documents for participants and support workers
- Upload files to Dropbox and maintain digital filing systems
- Coordinate and follow up on signature requests
- Create and update audit trackers, training logs, and role registers
Training & Compliance Support
- Track and check training statuses
- Update training and development registers
- Assist in verifying completion of compliance requirements
Social Media & Online Tools
- Assist in social media content posting and account monitoring
- Support branding initiatives through administrative coordination
Meetings & Team Collaboration
- Attend internal meetings or scheduled catch-ups
- Coordinate schedules, take minutes of the meeting, and track action items where needed
- Support executives and teams in preparing materials or follow-ups for meetings
Personality traits:
- Positive and service-oriented attitude
- Self-motivated and accountable
- Emotionally mature and receptive to feedback
- Collaborative and people-focused
- Proactive and resourceful
- Ethical and trustworthy
- Detail-oriented and organised
Benefits we offer:
- Medical Insurance / HMO
- Paid Sick and vacation leaves
- Holiday Break
- Fun and positive working environment
- Performance Review / Appraisal
- Career growth
- Government mandated benefits
Why work with Oliluca Accountants and Advisors?
- Professional Development: Opportunities for learning and development.
- Open Communication: A culture where every voice matters.
- Collaborative Teamwork: A supportive team that shares knowledge and achieves together.
- Work-Life Balance: Harmonise professional and personal life.
Our Core Values:
- Responsive and Professional
- Collaborative and engaged
- Accountable and responsible
- Respectful and Supportive
- Adaptable and Flexible
- Growth and Commitment
Work Setup and Schedule:
- Day Shift, Monday to Friday
- Hybrid Work Arrangement after passing the 3rd-month probationary period
Work from Home Set-up Requirements (after passing the 3rd-month probationary period):
- Stable internet connection (at least 50 mbps)
- A comfortable and conducive workspace for work-from-home setup
Job Types: Full-time, Permanent
Pay: Php30,000.00 per month
Benefits:
- Health insurance
- Opportunities for promotion
- Paid training
Schedule:
- 8 hour shift
- Day shift
Supplemental Pay:
- 13th month salary
- Performance bonus
Application Question(s):
- Will you be able to reliably commute or relocate to Angeles City, Pampanga for this job (in the future)?
Experience:
- Administrative Assistant: 2 years (Required)
