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We help Aussie companies find top 3% remote talent in the Philippines & Nepal for a single finder's fee.
Admin Assistant
Location
Philippines
Posted
17 days ago
Salary
A$1.2K - A$1.5K / month
Seniority
Mid Level
No structured requirement data.
Job Description
Admin Assistant
Hunt St
Role Description We are seeking a highly organised, proactive and detail-oriented Admin Assistant to support a busy professional services firm. This role plays a key part in client onboarding, workflow coordination, document management, and day-to-day administrative operations. You will work closely with accountants and senior team members to: - Track workflows - Manage deadlines - Prepare compliance documentation - Support professional client communication This role suits someone who thrives in a structured, fast-paced environment and takes pride in accuracy, organisation, and follow-through. Strong communication skills, attention to detail, and a proactive mindset are essential to help keep the team efficient, compliant, and client-focused. Key Responsibilities - Client Onboarding & Administration - Manage end-to-end client onboarding, ensuring all required documentation and information is collected, processed, and stored correctly. - Prepare and coordinate client engagement documentation, including engagement letters and onboarding forms. - Assist with renewals of engagement letters in line with regulatory or legislative changes. - Ensure client records are kept accurate, up to date, and compliant. - Workflow & Job Management - Track jobs and workflows to ensure tasks are progressing according to deadlines and service level expectations. - Support accountants with job tracking, workflow coordination, and deadline management. - Monitor task progress, follow up outstanding actions, and proactively flag risks or delays. - Maintain workflow systems and ensure data accuracy across platforms. - Assist with the billing process, invoicing, and debtors. - Compliance & Correspondence Support - Prepare and manage ATO correspondence, including drafting, organising, and tracking submissions and responses. - Assist with corporate compliance documentation and processes. - Support compliance workflows using relevant corporate compliance platforms. - Document Management - Manage digital filing systems and ensure documents are accurately named, stored, and archived. - Maintain structured document workflows for easy retrieval and audit readiness. - Ensure compliance documentation is properly maintained and accessible. - Email and Diary Management - Client Communication - Handle professional client communication, including: - Following up on missing information - Confirming workflow progress - Cross-checking client responses and documentation - Maintain clear, polite, and professional written communication at all times. - Administrative & Team Support - Provide general administrative support to accountants and senior team members. - Assist with improving internal workflows, systems, and administrative processes. - Proactively identify inefficiencies and suggest improvements. Qualifications - 3+ years experience in administration, accounting support, or professional services support roles. - Exposure to an Australian accounting firm is highly desirable. - Strong organisational and time management skills with exceptional attention to detail. - Experience supporting accountants or financial services teams is highly desirable. - Ability to manage multiple workflows and competing priorities effectively. - Strong written and verbal communication skills. - High level of professionalism, discretion, and confidentiality. - Proactive mindset — anticipates needs and takes initiative. Requirements - XPM & Sharepoint are required. - AccountKit, ATOMate, and Fusesign are on the wishlist (negotiable). - NowInfinity – as long as they have used CAS360 or any other similar programs is fine. - Strong experience using: - Xero - XPN - Confident use of cloud-based document management systems. - Comfortable working with workflow management platforms. - Proficient in Google Workspace and/or Microsoft Office Suite. Work Arrangement & Expectations - This is a remote role that will be set up as an independent contractor engagement. - To ensure alignment and transparency, successful candidates will be expected to: - Be available for meetings and collaboration during core [AEST or PHT] business hours. - Disclose any existing ongoing roles or client work. - Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).
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