Accounts & Administration Officer, XERO

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

📋 Description

• Oversee shared inboxes and address administrative inquiries.

• Organize calendars, meetings, appointments, and ensure follow-up actions are completed.

• Keep precise client and matter records, as well as filing systems and document control processes.

• Facilitate client onboarding by gathering information, distributing forms, and monitoring outstanding requirements.

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

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

• Coordinate supplier activities, office management, and team administration tasks.

• Maintain records for contacts, referrals, and opportunities.

• Assist with proposal preparation, engagement administration, and service coordination.

• Generate and send invoices according to approved billing guidelines.

• Process supplier invoices and expenses while keeping accounts payable records up to date.

• Record receipts, manage accounts receivable documentation, and follow up on overdue payments.

• Aid in basic bank and credit card reconciliations.

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

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

• Provide support for additional administrative tasks 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’ experience in administration, office coordination, or professional services support is required.

• Proficiency in Xero accounting software is a must.

• Previous experience in a legal practice or legal services environment, including knowledge of client and matter administration, is highly valued.

• Hands-on experience with invoicing, expense entry, basic accounts payable and receivable, and routine reconciliations is essential.

• Strong proficiency in Microsoft 365, especially Outlook, Word, and Excel, is required.

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

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

• Strong capabilities in document preparation, proofreading, digital filing, and record management are critical.

• Outstanding organizational skills, attention to detail, and the ability to juggle multiple requests and deadlines are vital.

• Discretion and sound judgment in managing confidential client, legal, and financial information are imperative.

• Adherence to documented approval workflows for billing, expenses, payments, and record access is essential.

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

• Ability to work autonomously, seek clarification as needed, and promptly escalate errors or risks is critical.

• Demonstration of these skills through a practical assessment of email triage, document formatting, Excel tasks, 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 professional development

• Engaging company outings, team activities, and wellness sessions

• Supportive and inclusive workplace culture

• Dedicated managers focused on your growth and success

• Competitive salary and benefits

• Additional entitlements

• Structured career development programs

• People-first culture emphasizing stability, growth, and genuine care