AU Bookkeeping and Client Services Admin | AU | WFH / Hybrid

Setup and Location: WFH or Hybrid (Ortigas, Alabang, Pampanga or Cebu) Work Schedule: 9:00 AM to 6:00 PM (WA Time) | 7:00 AM to 4:00 PM (PH Time)

Employment Type: Full-time

Ready to do work that actually excites you?  

You’re the kind of person who can run in front of house and manage a client portfolio in the same day without dropping the ball on either. You’re organized, personable, and you actually enjoy variety, the kind of role where no two days are the same suits you perfectly. This is a broad, hands-on role that sits at the center of our operations and for the right person, it’s a genuine springboard into a more senior client services career. This is a full-time, permanent role that combines two functions: being the face of our firm through reception and office management and working as an active member of our client services team managing real client work. You’ll report to the Client Services Manager and work as part of a shared client pool, meaning you’ll have genuine ownership of client matters, not just administrative support tasks. This is a role with real responsibility and real variety.

What You’ll Do  

• Be the first point of contact for all clients and visitors by phone, and by email
• Answer and direct all incoming calls promptly and professionally, take accurate messages
• Welcome clients on arrival, notify the relevant team member, and ensure a professional first impression at all times
• Coordinate meeting room bookings and ensure rooms are set up and presentable for client meetings
• Manage incoming and outgoing mail, including ATO correspondence and registered post
• Maintain a tidy, professional reception and common area at all times
• Manage digital and physical filing systems, ensuring documents are scanned and stored accurately and  consistently
• Support the team with document preparation, scanning, printing, binding, and correspondence
• Assist with the coordination of firm events, team meetings, and functions
• Support the Practice Manager and leadership with ad-hoc administrative tasks as required
• Coordinate Terms of Engagement and Fixed Price Agreements with accountants and clients
• Maintain and update the Engagement and Fee Agreement register across the client portfolio
• Liaise with clients to gather source documents, verify completeness, and follow up outstanding items
• Create and track jobs in the firm’s workflow management system
• Prepare Year End Reports, covering letters, documents for signature, and client invoices
• Collate, PDF, and upload year-end materials to the Secure Client Manager portal
• Coordinate distribution of monthly IAS, BAS, and annual company tax payment reminders
• Manage client database changes, including new client onboarding and change-of-detail updates
• Handle prospective client intake, initial contact call, information gathering, and handover to accountants
• Provide requested information to clients and financial institutions (company extracts, trust deeds, returns)
• Manage daily ATO lodgments via ELS, the ATO portal, and paper returns as required
• Act as first contact for ATO phone enquiries and coordinate responses with the relevant accountant and  client
• Assist with timely responses to ATO correspondence as directed
• Print monthly WIP listings and assist with invoice preparation processes
• Contribute to a collaborative, non-siloed team environment where clients are serviced collectively
• Flag capacity issues, jobs at risk, and workflow blockers to the Client Services Manager promptly
• Support the team’s weekly reporting rhythm by keeping job tracking and registers accurate and up to date
• Assist in identifying workflow improvements and contribute to standard operating procedures
  

Requirements

What You Bring  

• 1–2 years’ experience in an administrative, reception, or client-facing role, professional services  experience is a strong advantage
  
• Client Management in the Finance, Bookkeeping or Accounting industry is a leverage
• Confident, professional communicator, in person, on the phone, and in writing
• Highly organized with strong attention to detail across multiple concurrent tasks
• Comfortable handling confidential client and financial information with discretion
• Quick to learn new systems and processes, experience with practice management software is a bonus
• Reliable, punctual, and self-directed, the kind of person who doesn’t need to be told twice
• Positive, collaborative attitude and genuine willingness to pitch in across both the coordination and admin functions
  

Benefits

Why You’ll Love Working Here  

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents) 
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary) 
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more! 

Let’s Talk  

If you’re thinking, “this sounds like me,” it probably is. Click apply. We can’t wait to meet you.