JOB OVERVIEW
As an Accounts Admin, you will be a trusted advisor and expected to support multiple team members, proactively and effectively within the business. To be successful in this role, you will be expected to understand the business, and demonstrate a high level of business acumen and exceptional organisational skills, which will contribute to seamless day-to-day operations.
DUTIES AND RESPONSIBILITIES
- Management and coordination of Technician schedules on Aroflo (CRM Program)
- Maintenance email inbox/es (Accounts & Administration)
- Writing error-free, eloquent emails and letters
- Create and oversee the internal administration process and systems upkeep
- Maintain confidentiality and use a high degree of discretion.
- Full responsibility for the day-to-day operations of the executive management function
- Oversee internal administration processes and system upkeep
- Account Management - XERO
- Handling Accounts Receivable and Payable functions.
- Liaising directly with suppliers and/or clients on payments and invoices.
- Payroll processing, Aro flo integration & xero
- Uploading files and invoices accordingly to Xero.
- Prepare IAS/BAS
- Reconcile bills with statements
- Create cashflow forecast if capable
- Prepare superannuation lodgement/payment
- Administration tasks – Job management software program- Aroflo
- Job/work order creation on Aroflo
- Preparation of invoices using pre-built descriptions.
- Preparation of and sending of deposit invoices.
- Preparation of quotes using pre-built descriptions
- Changing the status of jobs to reflect the stage.
- Sending request for quote to suppliers & following up.
- Provide insurance & workplace health and safety to clients and governing bodies.
- Following up with workers to ensure all job information is completed
- Following up with workers to ensure licenses are current
- Answer the phone and take notes/answer script.
- Book in vehicle maintenance
- Create periodic task for the maintenance contract in aroflo
- Complete Account applications and set up new suppliers
- Tentative scheduling of scheduled maintenance
- Tentative scheduling of reactive work orders, confirming with the client/s.
QUALIFICATIONS
- Bachelor's/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
- At least 2-4 years of experience as a Virtual Assistant with basic AU bookkeeping knowledge.
- Project management skills are advantageous.
- Strong analytical and computer (primarily Outlook, Excel, and Teams) skills
- Work experience with Slack, Notion, G Suite, and WhatsApp is desirable.
- Strong oral and written communication skills
- Detail-oriented, always able to provide accurate and high-quality work.
- Ability to manage multiple priorities while remaining focused on quality and delivery.
- Good administrative and organizational ability.
- Ability to learn quickly and think ahead.
- Provides systematic and dependable follow-up, as well as a high level of organization and preparedness.
- Maintains workflow under pressure and in a fast-paced, high-profile work environment.
- Experience with Aroflo software – Preferred
Skills Required
- At least 2-4 years of experience as a Virtual Assistant with basic AU bookkeeping knowledge
- Strong analytical and computer skills
- Experience with Aroflo software
- Bachelor's/College Degree in Business Administration or related discipline
What We Do
Outsource Solutions For Business hammerjack is an Australian & Philippine owned and operated offshore outsourcing services provider. Headquartered in Sydney with multiple operating offices in Makati, Manila, and Pampanga, Philippines. We specialise in providing dedicated, high performing teams and outsourced services to the global small and midsize business market. Our solutions deliver quality and consistent outcomes and are helping businesses to focus on their core competencies, reduce operating costs and deliver more value to their customers. hammerjack has been a major player in developing the new Knowledge Process Outsourcing (KPO) industry in the Philippines servicing the Australian, U.S.A and U.K markets. Over the last 7 years we have sourced trained and developed top talent focussed on the Finance, Accounting, Bookkeeping, IT and Virtual Assistant services space. Our knowledge and experience in implementing the latest technologies and systems to support the best people has led to continued success for our clients and their remote teams, all while placing information and cyber security at the forefront. Our operating model was born in the enterprise services space and has been specifically developed to cater for the small, midsize market. This experience and collaborative customer approach set business up for success, no matter where they are on their journey. We offer an enterprise level approach to continuous improvement, high performance & quality, and world class customer experience. Our ability to deliver this level of service across multiple lines of business and industry verticals is a product of our investment in people, technology and the governance that sits behind it all.
