Role Description We are seeking a highly organised and detail-oriented Administration Support professional to provide high-level administrative and finance assistance to our management team. In this role, you will ensure the integrity of financial data, manage accounts receivable processes, and support smooth day-to-day office operations. You will act as a key support function across finance and administration, handling document control, procurement coordination, and financial reporting while ensuring all tasks align with company policies and Australian compliance requirements. - Customer Invoicing: Process customer invoices in Xero accurately and within required timeframes. - Financial Data Entry: Perform data entry of financial transactions, including purchase orders and supplier invoices. - Reconciliations: Complete bank and account reconciliations in Xero, ensuring all records are accurate and balanced. - Accounts Receivable: Manage accounts receivable processes, including monitoring debtor balances, following up overdue accounts, and maintaining professional client communication. - Cost Allocation: Allocate expenses to correct projects, jobs, and cost centres or GL accounts, including integration with job management systems where required. - Administrative Support: Provide general administrative support, including document control and record management. - Filing Systems: Maintain organised and up-to-date electronic and physical filing systems. - Subcontractor Onboarding: Assist with onboarding subcontractors and suppliers, including document collection and system setup. - Purchasing & Procurement: Support purchasing processes and manage procurement administration tasks. - Quality Control: Ensure accuracy in data entry and review documents for completeness and correctness. - Issue Escalation: Identify discrepancies and escalate issues to maintain financial integrity. - System Integrity: Support consistency and accuracy between systems such as Xero and job management platforms. - Reporting: Generate monthly reports from Xero for management review, ensuring data is clearly presented. - Compliance & Policy: Perform all tasks in accordance with company procedures, policies, and legislative requirements. - Confidentiality: Maintain strict confidentiality of all financial and business information. - Safety Commitment: Follow workplace safety policies and identify potential risks or hazards. - Customer Service: Deliver high-quality service to both internal teams and external stakeholders. - Ad Hoc Duties: Complete additional tasks as directed by the General Manager or Directors within scope of the role. Qualifications - Proven experience in accounts receivable and general accounting support roles. - Demonstrated experience using Xero for financial management and reporting. - Proficiency in bank and account reconciliations. - Strong understanding of Profit and Loss statements, expense cost centres, and GL coding. - High level of accuracy in data entry and strong attention to detail. - Experience in document control and administrative record management. - Ability to follow structured compliance and safety procedures. - Proven ability to handle confidential financial data with discretion. Requirements - Software Proficiency - Accounting Software – Xero - Productivity Suite – Microsoft Office Suite (Advanced Excel and Outlook) - Job Management Systems – Experience with job allocation and integration platforms - Education - Bachelor’s Degree in Finance, Accounting, Business Administration, or a related field. - Bookkeeping certification or relevant vocational diploma is highly regarded. - Personal Attributes - Strong organisational skills with effective time management. - Clear and professional communication skills for client and stakeholder interaction. - Proactive approach to identifying discrepancies and resolving issues. - Commitment to continuous improvement and workplace safety. - Ability to work independently while supporting a broader management team. Benefits - Paid Leave - 13th Month Pay - SSS - Philhealth - Pag-Ibig - BIR - HMO Company Description At Outdesk, our mission is to bridge the gap between exceptional talent in the Philippines and the dynamic business needs of our clients in Australia. We are committed to delivering bespoke recruitment and comprehensive employment solutions that foster long-term success for both our clients and staff.