AU Administrative Assistant (WFH)
Philippines
Permanent / Full Time
At Third Space Accountants, we believe in transforming the traditional approach to accounting. Our mission is to empower business owners with proactive financial support and innovative solutions. We pride ourselves on offering tailored solutions and personalised support to our diverse clientele. Our team is dedicated to maintaining high standards of professionalism and creating a collaborative work environment.
Our Administration Support / Virtual Assistant plays a critical role in ensuring seamless operations and smooth internal workflow. This fully remote, back-office role supports the team with a variety of administrative and operational tasks, enabling accountants and bookkeepers to focus on technical work. The role is ideal for a detail-oriented, tech- savvy professional who thrives in a fast-paced, virtual environment and values proactive support and continuous improvement.
Responsibilities:
Administration & Operations
- Prepare structure diagrams in Lucidchart and save to client files.
- Monitor and ensure completion of timesheets daily/weekly for all team members.
- Run ATO reports (Activity Statements & Income Tax) fortnightly.
- Manage Xero inbox: accept Xero file invites and provide team access.
- Sort, file, and distribute ATO mail to clients.
- Compile end-of-year document packs and manage e-signature processes.
- Set up ATO payment plans as required.
- Check and send Notices of Assessment to clients.
- Prepare proposals in Ignition for client jobs.
- Provide general admin support to all managers and departments.
- Maintain and update client records in practice management software (e.g., Xero Practice Manager, FYI Docs).
- Assist with onboarding new clients: welcome emails, document collection, compliance checklists.
- Coordinate and schedule client meetings, including sending reminders and managing calendars.
- Assist with internal communications: distributing team updates, meeting agendas, and minutes.
- Support marketing activities: update website bios, coordinate newsletter mailouts, assist with social media. scheduling Track lodgement deadlines and support compliance monitoring.
- Manage digital filing systems, ensuring documents are saved, named, and archived correctly.
- Support team with ad hoc research, template creation, and process documentation.
Internal Team Support:
- Provide remote support to accountants, bookkeepers, and management.
- Maintain internal databases and ensure client records are up to date.
- Excellent communication and customer service skills.
- Ability to work collaboratively in a team and take direction from senior staff.
- Proactive approach with a willingness to assist where needed.
Team Participation & Development
- Work collaboratively with the team to achieve shared goals.
- Participate in training sessions and team meetings.
- Contribute to a positive, inclusive, and high-performing team culture.
Compliance & Quality
- Ensure compliance with all relevant legislation, firm policies, and procedures.
- Maintain high standards of accuracy and confidentiality in all work.
- Support quality assurance and process improvement initiatives.
Personal & Professional Development
- Actively seek feedback and learning opportunities.
- Demonstrate a commitment to continuous improvement and professional growth.
Requirements:
- 2+ years' experience in administration, office support, or virtual assistant roles (preferred).
- Experience supporting professional services/accounting firms (advantageous).
- Proficiency with cloud-based systems (Xero, CRM, Google Workspace, Microsoft Office).
- Excellent written and verbal communication skills.
- High attention to detail and commitment to accuracy.
- Strong organisational and time management skills.
- Ability to work independently and manage remote responsibilities.
- Tech-savvy with willingness to learn new systems/processes.
- Positive, proactive attitude and strong problem-solving skills.
Key Performance Indicators (KPIs):
- Accuracy: High standard of data entry, document management, and recordkeeping.
- Timeliness: Meeting deadlines for administrative and internal support tasks.
- Productivity: Efficient handling of assigned workload and support requests.
- Team contribution: Active participation in remote team culture, meetings, and collaboration.
- Professional development: Ongoing learning and skill advancement.
Desirable Attributes:
- Ability to handle pressure in a fast-paced, deadline-driven environment.
- Proactive attitude with a willingness to learn and grow.
- Ability to build and maintain productive working relationships.
- Collaborative team player who contributes to a positive workplace culture.
- Adaptable and open to continuous improvement.
Location: Global One Building, Eastwood, Libis, Quezon City [if onsite]
Schedule: Monday to Friday, AU (7:00 AM to 3:00 PM MNL)
Work Arrangement: Work From Home
Join Frontline Accounting and be part of our team to Embrace the Future Ahead: Where Possibilities Begin!
