UK Admin Assistant with Xero experience (Permanent WFH)

We are seeking a proactive and highly organised individual to provide general administrative support, which forms the core of this role. The ideal candidate will be confident managing day-to-day administrative tasks across multiple systems and able to support our team with timely and accurate execution of duties.
 
Duties and Responsibilities:
 
General Administration & Inbox Management

• Monitor and manage the main Admin and the client’s inboxes, including WhatsApp communication
• Track and complete administrative tasks in a timely and efficient manner
• Respond to enquiries (e.g. creating Zoom links, confirming session details, sending follow-ups)
• Flag and escalate urgent messages where needed
• File and organise emails into appropriate subfolders
• Draft and send professional email correspondence
• Regularly delete marketing or irrelevant emails to maintain a clean inbox

Record Keeping & Data Management

• File emails and documents in Qunote and SharePoint
• Ensure all documentation is appropriately saved and easy to retrieve
• Keep patient information and session data up to date in Qunote

Executive Assistance

• Join scheduled telephone meetings (2–3 times per week) and respond to daily WhatsApp requests
• Follow up on action points promptly
• Draft/send emails on behalf of the client
• Assist in compiling/creating documents such as costings, guidelines, and to-do lists
• Log session times into Qunote accurately

Document Management

• Create, update, and distribute documents such as costings, reports, and guidelines
• Ensure all documents are sent to the correct recipients and stored appropriately

Proofreading & Document Finalisation

• Proofread session notes in Qunote
• Prepare and password-protect PDFs, and send them to the relevant contacts

Bookkeeping & Invoicing Support

• Assist with Xero entries, including reconciliation and review
• Support with invoicing for patients
• Maintain accurate logs for all invoices and bills
• Manage React invoice logging and patient recharging
• Store and organise receipts appropriately

Monthly Communication Café Coordination

• Manage the setup and communication for monthly online cafés
• Send email invitations, review PowerPoint slides, brief SLTAs, and ensure payments are processed

Requirements:

• Bachelor's degree in Accountancy, Finance, or a related field
• At least 1 year of relevant experience in bookkeeping, finance, or administrative support
• Proficiency in Microsoft Word, PowerPoint, and basic Excel
• Comfortable setting up new email accounts and using Outlook (including calendar invites)
• Experience with bookkeeping tools, ideally Xero
• Familiarity with Dropbox and SharePoint for file storage
• Knowledge of Qunote (or willingness to learn quickly)
• Excellent attention to detail and organizational skills
• Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities
• Strong communication and interpersonal skills
• Comfortable working independently and as part of a remote team
• Must have a stable internet connection for a work-from-home arrangement. The designated work area must be in a private room, separate from shared spaces used by other household members.

Schedule: Monday to Friday, UK (3:30 PM to 11:30 PM MNL)
Work Arrangement: Permanent WFH
  
Join Frontline Accounting and be part of our team to Embrace the Future Ahead: Where Possibilities Begin!