Accounts Assistant - Xero & Smokeball (Permanent AU Dayshift, WFH-Philippines - AU Law Firm)

This is a remote position.

Job Description:

Virtual Assistant - Accounts Assistant and Bookkeeping

PERMANENT AU DAYSHIFT, WFH-PHILIPPINES 
Client : AU Legal firm
Will start at 30 hours a week
$10 AUD per hour (Negotiable)

Reporting to Principal / Managing Lawyer / Operations Lead, as directed

Core standard Accurate, confidential, practical and outcome-focused work

Role purpose:
Support accurate financial administration, bookkeeping, accounts processing and reporting, with particular attention to confidentiality, precision, Australian requirements, Xero and legal-practice workflows.

We are seeking a reliable Virtual Assistant - Accounts Assistant and Bookkeeping professional to maintain accurate financial records, assist with budgets and reports, process invoices and support day-to-day finance administration.

Precision, confidentiality and timely reporting are essential. The role will support bookkeeping, accounts payable and receivable, reconciliations, payroll assistance, vendor and client communications, and administrative tasks connected with finance operations.

Key objectives

• Maintain accurate financial records and reduce errors in accounts processing.
  
• Support timely invoicing, payment follow-up, reconciliations and reporting.
  
• Ensure finance-related documents and records are organized, complete and easy to audit.
  
• Assist with compliance-sensitive workflows, including Australian finance requirements and legal-practice accounting needs where applicable.
  
• Provide dependable administrative support to reduce pressure on leadership and professional staff.
  

Key responsibilities

Bookkeeping and accounting support

• Enter and review financial transactions accurately, including journal entries, expense records and spreadsheet data.
  
• Perform bookkeeping tasks and bank reconciliations.
  
• Support accounts receivable, accounts payable and payroll administration.
  
• Upload invoices from email and supporting documents into Xero.
  
• Prepare and send weekly Xero reports identifying pressing items, overdue invoices, unreconciled transactions and follow-up actions.
  
• Prepare quarterly reports and assist with year-end audit or accountant requests.
  
• Reconcile invoices and identify discrepancies from suppliers, vendors and clients.
  
• Create, update and maintain expense reports and reimbursement records.
  
• Process reimbursement forms and maintain supporting documentation.
  

Client, vendor and internal communication

• Communicate professionally with vendors, clients and customers about invoices, payments and account  queries by email or phone.
  
• Escalate unusual, disputed, confidential or urgent financial matters promptly.
  
• Assist with debt recovery management, including maintaining records of follow-up actions and payment status.
  
• Maintain confidentiality when handling financial, client and business information.
  

Administrative and systems support

• Assist with ad hoc administrative tasks connected with finance, records, onboarding and internal operations.
• Support induction portal management and onboarding administration as required.
  
• Maintain organized electronic records for finance documents, invoices, reports and correspondence.
  
• Use Xero, Microsoft Office and other relevant systems accurately and consistently.
  
• Support Smokeball-related finance or matter administration where applicable.
  

Required skills and experience

• Work experience as an Accounting Assistant, Bookkeeping Assistant, Accounts Assistant or similar role.
  
• Excellent written and verbal communication skills.
  
• Knowledge of basic bookkeeping procedures.
  
• Familiarity with finance regulations in Australia is required.
  
• Good maths skills and the ability to identify numerical errors and inconsistencies.
  
• Strong organizational skills and attention to detail.
  
• Ability to handle sensitive and confidential information appropriately.
  
• Proficiency in Xero is required.
  
• Proficiency in Microsoft Office, particularly Excel and Word.
  

Desirable skills and experience

• Experience with Smokeball or other legal-practice management software.
  
• Trust accounting experience is highly desirable.
  
• Experience supporting a law firm, professional services firm or regulated business.
  
• Experience preparing weekly financial summaries, aged receivables reports and management reports.
  
• Understanding of confidentiality, client records and audit-ready filing practices.
  

Success measures

• Financial records are accurate, current and supported by proper documentation.
  
• Invoices, reconciliations and reports are completed on time.
  
• Pressing finance items are identified early and escalated appropriately.
  
• Xero records are organized and reliable.
  
• Confidential financial information is handled securely and professionally.