Accounts & Administration Officer

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee shared inboxes and address administrative requests promptly.

• Manage calendars, coordinate meetings and appointments, and ensure follow-up actions are taken.

• Keep accurate records of clients and matters, manage filing systems, and control document processes.

• Assist with client onboarding by gathering necessary information, issuing forms, and monitoring outstanding requirements.

• Format, proofread, and disseminate correspondence, reports, and various documents.

• Monitor deadlines, track action items and follow-ups, escalating issues when necessary.

• Organize supplier, office, and team administrative tasks.

• Maintain records of contacts, referrals, and opportunities.

• Aid in proposals, engagement administration, and service coordination.

• Prepare and issue invoices according to approved billing guidelines.

• Process supplier invoices, expenses, and keep accounts payable records up to date.

• Document receipts, maintain accounts receivable records, and follow up on pending payments.

• Assist with basic reconciliations for bank statements and credit cards.

• Create billing and administrative status reports while identifying areas for process improvement.

• Enhance templates, checklists, and file management systems as the business expands.

• Provide support for additional administrative duties as needed.

⛳️ Requirements

• A bachelor’s degree in Business Administration, Commerce, Accounting, Legal Studies, or a related discipline is preferred.

• A minimum of three years of experience in administration, office coordination, or professional services support is required.

• Experience in a legal practice or legal services organization, particularly with client and matter administration, is highly valued.

• Practical knowledge in invoicing, expense entry, basic accounts payable and receivable, and routine reconciliations is essential.

• Proficiency in Microsoft 365, especially Outlook, Word, and Excel, is crucial.

• Familiarity with a bookkeeping platform, practice management system, or CRM is preferred; the ability to learn new systems swiftly is essential.

• Excellent written and verbal English skills, including precise email drafting and professional client communication, are mandatory.

• Strong skills in document preparation, proofreading, digital filing, and record management are vital.

• Exceptional organizational abilities, attention to detail, and the capacity to manage competing requests and deadlines are required.

• Discretion and sound judgment in handling confidential client, legal, and financial information are essential.

• Ability to adhere to documented approval workflows for billing, expenses, payments, and record access is necessary.

• A practical, service-oriented mindset towards supporting a small team and enhancing repeatable administrative processes is crucial.

• Capability to work independently, seek clarification when necessary, and promptly escalate errors or risks is essential.

• Ability to demonstrate these skills in a practical assessment involving email triage, document formatting, Excel, invoicing, and basic reconciliation is required.

🏝️ Benefits

• Work from home; Dayshift - 0700 AM- 0400 PM PHT (adjustments will be made for daylight saving time)

• Monday to Friday; weekends off

• HMO with 2 free dependents and medical reimbursements

• Government-mandated benefits

• Opportunities to collaborate with leading companies in Australia and beyond

• Training programs for career development

• Engaging company outings, team activities, and wellness sessions

• Supportive and inclusive culture

• Dedicated managers focused on your growth and success

• Competitive pay and benefits

• Additional entitlements

• Structured career development programs

• Equal opportunity and inclusive workplace

• Stability, growth, and a people-first culture