Finance / Mortgage Broking Business
Bookkeeping, Admin, Marketing & Compliance
Location
Worldwide
Posted
28 days ago
Salary
0
Seniority
Mid Level
No structured requirement data.
Job Description
Bookkeeping, Admin, Marketing & Compliance
Virtual Colleague Philippines
Role Description This is a part-time Virtual Assistant role supporting a business owner across bookkeeping, financial administration, compliance, marketing, and general operations. The VA works independently on a recurring schedule, using a suite of cloud-based tools to keep the business running smoothly — from reconciling transactions in Xero to scheduling LinkedIn content and managing inboxes. Ongoing Responsibilities - Bookkeeping & Payroll (Xero) - Perform regular reconciliations of all business transactions in Xero - Raise, update, and track invoices (including invoices for clients such as YVW) - Create, classify, and manage bills, including repeating bills and auto-renewals - Reclassify marketing, contractor, and other miscategorised expenses - Maintain Fixed Asset Register and update as required - Set up and manage purchases in Xero - Payroll & Superannuation - Process and post pay runs on schedule - Prepare and maintain payslip folders and payslip activity spreadsheets - Reconcile and process superannuation contributions (quarterly SGC) - Confirm and pay superannuation payments via Xero - Cash Flow & Financial Reporting - Prepare and maintain cash flow projections (monthly and annual) - Compile income and expense summaries - Assist with financial projections and income forecasting - Track and tally rental income and property expenses - Compliance & Tax - Prepare and lodge BAS documentation, including workpapers and journal entry review - Coordinate with external accountant via email on tax matters - Manage Fringe Benefits Tax (FBT) requirements — review, preparation, exempt vehicle declarations - Create and maintain playbooks for FBT, SGC, and BAS processes - Monitor and follow up on ASIC renewal, insurance, and Worksafe obligations - Set up BAS payment plans and process ATO bill payments - Prepare remuneration certifications and compliance documentation - Administrative Support - Inbox & Communication Management - Daily inbox sweep, email labelling, and folder creation across Outlook and other platforms - Follow up on outstanding emails, forward correspondence, and respond on behalf of the client - Manage reminders and create Slack notifications from email actions - Document & File Management - Upload and organise documents across Google Drive, OneDrive, and SharePoint - Create and maintain folder structures for projects, invoices, pay advice, and insurance - File BAS workpapers, payslips, superannuation documents, and ownership statements - Update and maintain passwords in 1Password - Task & Project Coordination - Maintain task dashboard (Notion) with bills, due dates, reminders, and checklists - Create and update playbooks for recurring admin processes - Prepare meeting agendas, take notes, and distribute summaries - Pay utility, electricity, and other recurring bills on schedule - Property Management Support - Maintain rental property transaction and expense tracking spreadsheet - Compile monthly rental income and expense tallies - File ownership statements and property-related documents - Handle correspondence related to the property and liaise with relevant parties - Organise and maintain property document folders - Marketing & Social Media - Content Creation & Scheduling - Develop monthly content plans and create written social media posts - Design and edit marketing assets using Canva - Schedule and publish posts to LinkedIn and Facebook - Manage and update Notion-based content tracker and social media calendar - Fill metadata for scheduled posts and maintain content library - Brand & Digital Presence - Conduct competitor research and brand audits - Develop user personas and marketing strategy documentation - Write and refine bio, about page, and speaker profile copy - Create and maintain accounts on Linktree, Canva, and Facebook - Review and update website copy and create mockups in Canva - Business Development & Speaking Engagements - Research and identify relevant speaking engagement opportunities and conferences - Create Notion pages to track events and maintain a pipeline of opportunities - Prepare cold outreach kits and speaker profiles - Support lead generation activities - Sales Support - Prepare PowerPoint presentations and supporting documents for client proposals - Assist with pitch deck creation and document formatting Tools & Platforms - Accounting: Xero - File Storage: Google Drive, OneDrive, SharePoint - Project Management & Notes: Notion - Email: Outlook - Password Management: 1Password - Design: Canva - Social Media: LinkedIn, Facebook - Communication: Slack - Other: 1Password, Linktree, Meta Business Suite
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