Virtual Assistant - BOOKKEEPER/ADMIN ***Willing to Work in Talisay City Cebu***
About the Role
We are seeking a detail-oriented and highly organised Bookkeeper and office organizer to join the team of our Australian-based client.
This role will be responsible for managing day-to-day financial transactions, focusing heavily on data entry, reconciliation, and matching supplier costs to specific customer jobs.
Accuracy and a strong understanding of bookkeeping principles are key. This position will primarily focus on bookkeeping with a small amount of admin work involved. They will also support the 3 key managers in day-to-day administration.
Key Responsibilities for Bookkeeping- Record and categorise all financial transactions including income, expenses, and supplier invoices
- Match supplier invoices to customer jobs (e.g., allocating one invoice to multiple customer orders)
- Check, approve, edit and send client invoices
- Maintain accurate records of job-related costs for internal reporting
- Reconcile accounts payable and accounts receivable
- Ensure timely entry of bills and payments – weekly supplier payments as well as Ad Hoc time critical payment setup
- Check payroll and adjust pay rates according to changes in awards, manage reimbursements for staff
- Monitor calendar of payments (including BAS and Super payments, Credit Card Payments, Insurances)
- Assist in preparing financial reports or summaries as required
- Liaise with internal stakeholders to clarify transaction details
- Support general administrative or operational tasks, as required, to fill full-time hours
- Manage cashflow between bank accounts
- Help setup international payments
- Provide profitability reporting on products and segments (monthly management report extracted from syft and Xero)
- Proven experience in a bookkeeping role (2+ years preferred)
- Strong attention to detail and accuracy
- Comfortable with data matching and job-level reconciliation
- Proficient with Xero, ideally with experience with Hubspot (CRM), Sumday (carbon reporting), Syft (financial reporting)
- Strong organisational and time-management skills
- Excellent communication skills
- Ability to work independently and manage priorities
- Experience working in custom apparel and promotional products industry, not a must, but a PLUS
- Familiarity with Australian bookkeeping practices
- Previous experience supporting admin or EA tasks is a bonus
Key Responsibilities for Admin
Email and Communication Filtering: Regularly check and prioritize incoming communications and sorts as required so management have a clear actionable list
Meeting Coordination: Schedule and organize meetings including a clear agenda on all meetings. Ensure that deliverables are sent post meeting and are followed up on.
Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments – adhering to managements ideal week balance.Office Admin: Support day-to-day management of business example tasks include monitoring and approving leave and updating team rosters,
Future State/Extra tasks if required
Travel Planning: Arrange all aspects of travel, including itineraries, accommodations, and transportation.Event Planning: Organize and oversee corporate events, ensuring they align with business goals and the CEO's availability.
Project Tracking: Stay informed about key business projects and deadlines to advise and update management as needed
Time Management: Continuously look for ways to make the management teams life more efficient.
Problem-Solving: Anticipate and address potential issues before they reach management. Helping to provide approvals, filter and solve problems.
Benefits:
Mon - Fri (7am to 4pm)
Fixed weekends off
HMO and dental benefits
SSS, Pag-IBIG, and PhilHealth contributions- year service incentive/reward
Fri-Yay! and Birthday Treats