Bookkeeper & Admin Assistant (Remote) | Xero | AU Bookkeeping
Posted Updated
Description
The snapshot
About the Client:
Our client is an Australian bookkeeping business serving a growing portfolio of clients across multiple industries. The Director manages the full bookkeeping function personally and has reached a point where the volume of manual administration, unmanaged email, and incomplete client setup is limiting capacity and preventing the business from taking on further growth.
The business is looking for an Intermediate Bookkeeper and Admin Assistant with strong administrative and process-improvement capability. Someone who can take on client bookkeeping work with limited supervision, bring organisation to the email and document management function, and help complete the backend setup that will reduce manual effort and create the capacity the business needs to grow. This is not a general administration role that includes bookkeeping; bookkeeping is the primary skill, and everything else supports it.
About the Role:
The Bookkeeper and Admin Assistant will work closely with the Director to manage an expanding client portfolio, take pressure off day-to-day administration, and contribute to the process improvement and automation work that will transition the business away from manual workflows. The right person will be self-directed, commercially aware, and genuinely capable of contributing to client bookkeeping from day one, while also having the organisational discipline to bring the backend of the business into better shape.
The ideal candidate will bring strong hands-on Australian bookkeeping, Xero and AP/AR skills, together with sound administrative judgement and experience developing SOPs and improving workflows. MYOB, practice management software and practical AI or automation experience will be highly regarded.
What you will actually do
Australian bookkeeping, accounts payable and receivable
- Manage day-to-day bookkeeping across Australian client files, with a strong focus on accounts payable and accounts receivable rather than primarily payroll.
- Process supplier invoices, check coding and supporting documents, track approvals and payments, and investigate discrepancies so payables remain accurate and current.
- Maintain customer invoices and receivables, monitor outstanding balances, follow up missing payments professionally, and keep clear records of collection activity.
- Complete bank reconciliations, transaction coding and general ledger updates in Xero, making sure client files are accurate and ready for review.
- Support Australian GST, BAS/IAS, PAYG and superannuation-related bookkeeping records and compliance work within your proven experience and the Director’s review arrangements.
SOPs, systems and process improvement
- Create clear standard operating procedures (SOPs), checklists and step-by-step workflows for recurring bookkeeping and administration tasks, including processes that do not yet have written instructions.
- Identify gaps in client setup, recordkeeping and follow-up processes, then work with the Director to put simple, repeatable systems in place.
- Look for practical ways to reduce manual work through templates, improved workflows and appropriate automation or AI tools, without compromising accuracy or confidentiality.
Director support, email and document organisation
- Help manage the Director’s inbox by sorting correspondence, identifying urgent items, actioning routine requests and tracking what still needs a response.
- Set up and maintain logical digital filing systems so financial records, client emails and source documents are easy to find and consistently named.
- Coordinate administrative follow-ups, tasks and priorities so the Director can spend more time on clients and growing the business.
Client onboarding and reporting
- Collect onboarding information, follow up missing documents and maintain accurate client records and task status across the business’s systems.
- Prepare financial summaries and routine client reports, check the details carefully and flag unusual transactions or missing information before work is finalised.
What you need to bring
Must-Have.
- Hands-on Australian bookkeeping experience, with sufficient knowledge of Australian processes and compliance to manage routine client work accurately.
- Strong practical accounts payable and accounts receivable capability, including reconciliations, resolving discrepancies, and following up outstanding balances.
- Hands-on Xero experience, including bank reconciliations, transaction coding and general ledger updates.
- Experience creating SOPs or documenting and improving processes, with specific examples of workflows or systems developed independently.
- Strong organisation and administrative judgement, including handling correspondence, client documents and competing priorities without constant direction.
- Clear, professional communication and confidence working directly with a busy Australian Director and following up clients when needed.
Nice to have
- Experience supporting several Australian bookkeeping clients or working in an Australian bookkeeping or accounting practice.
- MYOB experience.
- Experience with practice management software, such as Financial Cents, Karbon or Xero Practice Manager, client onboarding workflows or improving a business's back-office setup.
- Bookkeeping or accounting qualifications or certifications.
- Practical use of automation or AI tools to improve repetitive bookkeeping and administrative tasks.
The setup
- This role is open to Philippines-based candidates.
- Fully remote, working full Australian business hours.
- Staffstream provides your work-from-home equipment.
What's in it for you
A stable, full-time role with a business that genuinely needs you and wants you to grow into it. You'd be trusted to own your area, not micromanaged, working with a small team that values someone who can take things off their plate and run with them. On top of that, Staffstream looks after you properly:
- HMO health cover, with one dependent covered for free.
- Group life insurance.
- Paid leave credits.
You're employed compliantly under Philippine law: a proper local employment contract, your taxes handled correctly, and all your government-mandated benefits (SSS, PhilHealth, Pag-IBIG) plus 13th month pay. That means real security and peace of mind, not a loose freelance arrangement. Everything is above board and looked after for you.