Back Office Support

Bookkeeper/Administrative Assistant

Position Summary

Are you a highly organized and detail-oriented professional eager to make a significant impact? We are seeking a Bookkeeper/Administrative Assistant to join our team and support both our financial and administrative operations. In this dynamic dual-role position, you will handle bookkeeping tasks, assist with payroll, and provide general administrative support to ensure our business runs smoothly. This opportunity is perfect for a motivated individual who is adaptable and excited to contribute to various aspects of our organization.

Job Details

• Work Setup: Remote (Work from home)
• Schedule: Monday to Friday | 8:00 AM to 5:00 PM (Manila time)
• Holidays Observed: Australian Holidays
• Year-End Shutdown: There will be a two-week shutdown from December 20th to January 6th, 2025. During this period, you are required to use your vacation leaves to cover the non-holiday weekdays. Occasionally, you may need to work on certain days during the shutdown to complete essential tasks.

Key Responsibilities:

Bookkeeping

• Immediate Responsibilities
  • Accounts Payable and Receivable: Process supplier invoices, reconcile accounts payable, ensure timely payments, generate customer invoices, monitor accounts receivable, and follow up on overdue payments.
  • General Ledger Management: Accurately record financial transactions in the general ledger and regularly reconcile bank statements and financial accounts.
  • Financial Reporting: Prepare monthly, quarterly, and annual financial statements.
• Future Growth Responsibilities
  • Budgeting and Forecasting: Assist in developing annual budgets and financial forecasts; monitor financial performance and provide variance analysis.
  • Payroll Processing: Calculate and process payroll accurately, ensuring compliance with tax regulations and benefits administration.
  • Tax Compliance: Assist in preparing and submitting tax returns and Business Activity Statements (BAS).
  • Financial Process Improvement: Identify opportunities to enhance financial processes and improve efficiency.

Administrative Support:

• Immediate Responsibilities
  • Provide administrative support to internal stakeholders and coordinate with various departments for seamless workflow.
  • Prepare, edit, and format documents, reports, and presentations as needed.
  • Handle confidential information with discretion and maintain a high level of professionalism.
  • Perform general office duties, such as coordinating advertising using internal systems.
  • Collect advertising materials for online and print assets, ensuring deadlines are met.
• Future Growth Responsibilities
  • Manage online advertising campaigns through Google platforms.
  • Prepare post-campaign advertising analysis reports and provide insights.
  • Liaise with clients and stakeholders to ensure effective communication and coordination.

Required Qualifications

• Language Skills: Advanced comprehension and communication skills in English.
• Bookkeeping Experience: Minimum of 3 years of bookkeeping experience; proficiency in Xero is essential.
• Administrative Skills: Strong ability to multitask independently and prioritize workload efficiently.
• Communication: Excellent written and verbal communication skills.
• Software Proficiency: Proficient in MS Office Suite (Word, Excel, PowerPoint).
• Proactive and able to work independently as a point up the top somewhere

Preferred but not required:

• Experience in preparing Australian BAS statements.
• Experience working with Australian clients or familiarity with Australian Accounting/Bookkeeping
• Knowledge of Adobe InDesign.

by Carl Trinidad

Bookkeeper

Position Summary:

We are currently seeking a dedicated and detail-oriented Bookkeeper to join our team. This role is pivotal in managing a variety of accounting tasks including month-end closes, payroll reconciliations, year-end adjustments, and onboarding bookkeeping for new customers. Reporting directly to the Bookkeeping Lead, the successful candidate will play a vital role in enhancing the efficiency and accuracy of our bookkeeping functions.

Job Details:

• Work from home
• Monday to Friday | 8AM to 5PM Philippine Standard Time
• *Following PH Holidays

Responsibilities:

• Categorize daily financial transactions in the company’s accounting software.
• Perform thorough reconciliation of books to ensure consistency with bank statements.
• Execute Year-End Reconciliation, payroll reconciliation, merchant fee adjustments, and revenue timing adjustments.
• Communicate effectively with clients to resolve queries and ensure timely book closures.
• Collaborate cross-functionally with support and accounting departments for timely task completion.

Qualifications:

• A bachelor’s degree in accounting or equivalent practical experience in the field.
• A minimum of one year’s experience in executing month-end financial closes.
• Exceptional communication skills, with a strong emphasis on clarity and precision in all interactions.
• Demonstrated analytical acumen, ensuring detailed and accurate financial reporting.
• Track and input personal metrics to drive informed decision-making and optimize individual performance.

Nice to haves:

• Prior experience in a remote working environment.
• Experience working in a fast-paced and dynamic work environment.
• Understanding of the tax requirements for Sole Proprietors and S-Corps, along with the ability to apply this knowledge to their specific bookkeeping demands.

by Carl Trinidad

Administrative Coordinator

Job Summary:

The Administrative Coordinator will provide high-level administrative and project support to the National Director of HR Compliance. This role will assist with the management of multiple ongoing projects & perform data entry tasks. This role will also assist in preparing reports, developing PowerPoint presentations, and managing email communications. Additionally, the Administrative Coordinator will create and maintain Excel spreadsheets for tracking various initiatives and assist with drafting template letters and other working documents as needed. A keen attention to detail, excellent organizational skills, and the ability to prioritize effectively are essential for success in this role.

Job Details:

• Work From Home
• Monday to Friday | 8 PM to 5 AM Manila Time
• Following US Holidays

Responsibilities:

Project Coordination & Reporting:

• Assist with managing multiple ongoing HR compliance projects by tracking progress, milestones, and deadlines.
• Develop, maintain, and update Excel spreadsheets for tracking various projects, initiatives, and tasks.
• Create and distribute reports, presentations, and working documents as needed for project updates and compliance initiatives.

Administrative Support:

• Compose, proofread, and prepare emails, template letters, and other documents for internal and external communication.
• Perform data entry tasks to maintain accurate records and databases for compliance purposes.
• Schedule and coordinate meetings, including preparing agendas and taking meeting notes.

Document Creation & Presentation Development:

• Create professional PowerPoint presentations to support project updates and leadership meetings.
• Assist in drafting and updating compliance-related templates, letters, and reports.

Collaboration & Communication:

• Serve as a liaison between the National Director of HR Compliance and other departments to coordinate tasks and ensure timely completion.
• Respond to inquiries and requests from internal and external stakeholders with professionalism and efficiency.
• Maintain confidentiality of sensitive information and ensure compliance with internal policies.

Qualifications:

• Education:
  • Associate degree in Business Administration, Human Resources, or a related field.

• Experience:
  • 3-5 years of administrative or project coordination experience, preferably in HR or a compliance-related environment.
  • Experience with creating presentations, reports, and tracking tools using Microsoft Office Suite.
• Skills:
  • Advanced proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
  • Excellent organizational and time management skills, with the ability to manage multiple priorities.
  • Strong written and verbal communication skills with high attention to detail.
  • Ability to work independently and handle sensitive information with discretion.
  • Familiarity with project management tools (e.g., Asana, Trello) is a plus.

• Key Competencies:
  • Attention to Detail: Ensures accuracy in data entry, tracking, and reporting.
  • Communication: Effectively interacts with stakeholders at all levels.
  • Adaptability: Thrives in a fast-paced environment with changing priorities.
  • Time Management: Manages multiple tasks efficiently to meet deadlines.
  • Problem-Solving: Anticipates challenges and proactively seeks solutions.

by Carl Trinidad