Administrative Assistant

Location: Clark

Shift: 7AM - 4PM PH Time, Monday to Friday

Arrangement: Onsite

Unlock your potential! At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, Philippines, South Africa, and South America, supporting our global clients in the accounting industry.

About this role…

The Administrative Assistant is responsible for providing efficient and effective administrative support. The role involves managing communication, processing financial and tax documents, maintaining client data, and assisting with client onboarding and offboarding. The ideal candidate will be detail-oriented, organized, and capable of managing multiple tasks across daily, weekly, and monthly schedules.

Key Responsibilities:

Daily Tasks:

1. Answering and Directing Calls: Serve as the first point of contact by answering and directing all incoming calls to the appropriate team members.
2. Invoice Management:
3. Verify that all invoices with automatic payments have been sent out of Ignition and address any discrepancies.
4. Drafting and Processing Invoices: Prepare and process invoices as required, ensuring accuracy and timely delivery.
5. ATO Correspondence Processing: Handle the processing of all Australian Tax Office (ATO) correspondence through ATOmate, ensuring timely and accurate documentation.
6. Tax Lodgements: Assist in the lodgement of tax returns and other tax-related documents.
7. Electronic Collations: Manage the sending of electronic document collations through FuseSign to clients.
8. Mail Management: Manage all emails coming in through the general DFKHN inbox and sorting incoming scanned mail, saving it to the correct client files for easy retrieval and reference.
9. Client Contact Management: Regularly update and manage client contact lists to ensure current and accurate information.
10. Client Communications: Prepare and send client email newsletters, ensuring timely and relevant content distribution.
11. Client Onboarding and Offboarding: Oversee the onboarding and offboarding processes for clients, ensuring a smooth transition and maintaining accurate records.

Weekly Tasks:

1. Client Data Management: Update client data in Xero Practice Manager (XPM) to ensure accuracy and completeness.
2. Late Fee Monitoring: Monitor CAS late fee invoices and take necessary actions to mitigate issues.
3. Timesheet Monitoring: Track and monitor timesheet submissions, sending out reminders to staff as needed.
4. ATO Communication Review: Review communications from the ATO directly out of the Online Services for Agents, addressing any important updates or actions required.
5. ASIC Annual Reviews: Process ASIC annual reviews for clients, ensuring compliance and timely submission.
6. Staff Noticeboard: Prepare and update the weekly staff noticeboard with relevant information and announcements.
7. Engagement Agreements: Send out reminders for all unsigned engagement agreements, following up to ensure completion.
8. FuseSign Follow-up: Follow up on any unsigned FuseSign packages to ensure all documents are signed and returned.

Monthly Tasks:

Data Integrity Maintenance: Ensure the integrity of data within XPM by performing monthly audits and updates as necessary.

About you…

1. Must have at least 1-3 years proven experience in an executive and administrative role, preferably in a financial or tax-related field. Must have an experience working in a previous Australian Accounting Firm.
2. Strong organizational skills with the ability to manage multiple tasks and deadlines.
3. Excellent communication skills, both verbal and written.
4. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with tools like Xero Practice Manager, Ignition, ATOmate, and FuseSign.
5. Attention to detail and a high level of accuracy in all work.
6. Ability to work independently and as part of a team.

What’s in it for you?

1. A competitive salary
2. Health Insurance, and Life Insurance coverage
3. 21 annual paid leaves
4. Annual increase (Annual Performance Review)
5. Tenure Recognition Program
6. Access to certifications and courses from Ab2 Institute of Accounting
7. 20+ options of free coffee and chocolate drinks
8. Billiards, table tennis, or foosball in our breakout room
9. Work-life balance and logging off on time for you to enjoy more personal time.
10. A genuinely diverse, caring, supportive and high achieving team environment.
11. Ongoing training, development and career progression opportunities
12. Free & conveniently located onsite parking.

We live by our VALUES to cultivate and foster growth and innovation.

BE AWESOME: Exceptional individuals create collective genius. We celebrate success, reward outstanding performance, and make work fun by fostering a supportive and inspiring environment.

KEEP IT REAL: We value honesty, accountability, and open communication. We own our actions, prioritize compassion, empathy, and understanding, and foster meaningful conversations.

BRING THE WOW: We strive for excellence in everything we do. Going the extra mile is our standard, as we are committed to delivering outstanding results.

DREAM BIG: We embrace a culture of continuous learning, exploration, and improvement. With ambitious goals, we constantly seek knowledge and self-improvement.

Visit us at: https://careers.toaglobal.com/

Join TOA Global and experience the difference!

We passionately embrace diversity and inclusion in all aspects of our organization. We believe by fostering an environment that values and celebrates individuals from diverse backgrounds, we unlock innovation, drive creativity, and amplify our ability to serve our customers and communities with excellence.