Australian Accounting Administration & Workflow Assistant | Xero/XPM Experience Preferred | Full-Time Remote

We are a growing Australian accounting and tax practice based in Brisbane, Queensland.

We work with small businesses, companies, trusts, investors and individual clients and provide accounting, taxation, bookkeeping, payroll and business advisory services.

We are looking for an experienced, highly organised Administration & Workflow Assistant based in the Philippines to become a long-term member of our team.

This is not an entry-level virtual-assistant position.

We are looking for someone who already has strong professional administration skills and can work accurately and independently.

We are happy to train the right person in our specific systems, Australian accounting terminology and internal processes. However, we do not want to teach basic Microsoft Word, Excel, email writing, time management or general administrative skills from the beginning.

The successful person will eventually become an important administrative support person within the firm, responsible for keeping client information, jobs, documents, follow-ups and workflows organised.

We value:

Reliability
Accuracy
Professional communication
Initiative
Accountability
Attention to detail
Ability to follow procedures
Ability to identify problems before they become urgent
Long-term commitment
Essential Experience and Skills

You must already demonstrate strong capability in the following areas:

Administration
Minimum 2 years of professional administrative, executive-assistant, client-services or similar experience
Strong organisational and workflow-management skills
Ability to manage multiple tasks and deadlines
Ability to follow detailed written instructions accurately
Ability to work independently without constant supervision
Strong attention to detail
Ability to recognise when information or instructions are incomplete
Ability to ask concise clarification questions rather than guessing
Microsoft Excel

You must be comfortable independently creating and maintaining professional spreadsheets, including:

Tables
Filters
Sorting
Basic formulas
Dates
Conditional formatting
Task registers
Workflow reports
Client lists
Data checking and reconciliation

You do not need to be an advanced financial modeller, but basic Excel competence is essential.

Microsoft Word

You must be able to produce professionally formatted business documents, including:

Letters
Checklists
Procedures
SOPs
Tables
Numbered sections
Consistent fonts and spacing
Headers and professional document structure
Written English

Excellent written English is essential.

You must be able to draft clear, concise and professional client emails without requiring substantial rewriting.

Highly Desirable Experience

Candidates with any of the following will be strongly preferred:

Previous experience working for an Australian accounting firm
Previous experience supporting Australian accountants or bookkeepers
Xero
Xero Practice Manager / XPM
Australian accounting practice administration
Microsoft 365
Microsoft Teams
Microsoft SharePoint
Microsoft Planner
Client onboarding
Workflow management
Practice-management systems
ASIC administration
ATO administrative processes
Australian bookkeeping
Preparing client information requests
Following up clients for missing documents

Experience with Seamlss is highly desirable but not essential because training can be provided.

Main Responsibilities

Your role will develop over time, but responsibilities are expected to include:

Client Document Administration
Receive and organise client documents
Identify the correct client and entity
Rename documents using firm naming conventions
Save documents in the correct SharePoint location
Check documents against information-request checklists
Identify missing documents
Maintain document registers
Identify duplicate or incorrectly filed documents
Client Follow-Ups
Prepare client information-request emails
Follow up clients for outstanding documents
Maintain missing-information registers
Record the date of each follow-up
Escalate clients who are approaching deadlines
Maintain accurate client file notes

You will not provide taxation or accounting advice.

Xero Practice Manager / Workflow

After training and subject to permissions:

Find clients and jobs
Review job status
Update approved administrative job stages
Add notes
Update job tasks
Maintain assigned staff and workflow information where authorised
Maintain job registers
Prepare workflow reports
Identify overdue or stalled jobs
Enter accurate timesheets
Seamlss

After training:

Review client requests
Prepare information requests
Monitor outstanding requests
Follow up incomplete requests
Review administrative information submitted by clients
Assist with client onboarding
Maintain request status
Microsoft Teams and Planner
Monitor assigned tasks
Maintain task status
Record deadlines
Communicate clearly with team members
Provide progress updates
Escalate blocked or urgent tasks
Maintain recurring administrative tasks
Client Database
Assist with new client records
Maintain contact information
Identify discrepancies
Maintain entity information under approved procedures
Assist with onboarding and offboarding checklists
Workflow Monitoring
Monitor jobs awaiting information
Monitor jobs approaching deadlines
Maintain workflow registers
Prepare weekly workflow reports
Identify jobs requiring accountant attention
Ensure outstanding tasks have an owner and next action
General Administration
Draft client correspondence
Prepare checklists
Prepare and format Word documents
Maintain calendars
Prepare meeting notes
Proofread documents
Maintain procedures and SOPs
Prepare administrative reports
Assist accountants with document collation
What You Will NOT Initially Be Responsible For

You will not initially:

Provide tax or accounting advice
Prepare tax returns independently
Lodge BAS or tax returns
Make technical accounting decisions
Deal independently with complex ATO matters
Lodge ASIC forms
Access banking platforms
Change client bank details
Approve payments
Use another employee's login credentials

Additional responsibilities may be introduced only after appropriate training and demonstrated competence.

What Success Looks Like

Within your first few months, we expect you to become someone who ensures that:

Every client document is correctly filed
Every job has an accurate status
Missing information is followed up
Deadlines are visible
Tasks have a clear owner and next action
Accountants know when work is ready
Client emails are professional and timely
Problems are raised before they become urgent
Your work requires progressively less supervision

We are looking for someone who wants to own processes, rather than simply wait for individual tasks to be assigned.

Personal Qualities

The right candidate will be:

Highly reliable
Detail-oriented
Professional
Proactive
Calm under pressure
Organised
Accountable
Comfortable receiving feedback
Comfortable admitting mistakes
Willing to ask questions
Able to learn quickly
Interested in building a long-term relationship with the firm

We strongly value a positive attitude, but accuracy, reliability and capability are equally important.

Technology and Security

Because we handle confidential taxation, identity and financial information, information security is extremely important.

You will be required to:

Use the firm's approved secure remote-working environment
Use multi-factor authentication
Use individual firm accounts
Follow strict confidentiality requirements
Work only within approved systems
Not download client information to personal storage
Not use personal email for firm work
Not share passwords
Immediately report security incidents or mistakes

A reliable personal computer, headset, private workspace and stable internet connection are required.

A backup internet connection is strongly preferred.

Selection Process

We use a practical recruitment process.

Shortlisted candidates will be required to complete:

Initial application screening
Short video introduction
Practical Microsoft Excel test
Microsoft Word formatting exercise
Client email drafting exercise
Attention-to-detail and instruction-following exercise
Video interview
Paid final practical assessment
Reference checks

Please do not apply if you are not comfortable completing practical skills testing.

How to Apply

Important: applications that do not follow these instructions will not progress.

Start your application with the exact sentence:

“I have read the complete Eleven Plus Studio position description.”

Then answer the following questions using numbered responses.

1. Australian experience

Have you previously worked for an Australian accounting, bookkeeping, financial-services or professional-services firm?

If yes, please provide:

Business type
Your position
Length of employment
Main responsibilities
2. Xero

Rate your practical Xero experience from 1 to 10 and explain exactly what you have personally done in Xero.

3. Xero Practice Manager

Have you used Xero Practice Manager / XPM?

If yes, explain what you personally did, including any experience with:

Clients
Jobs
Job states
Tasks
Timesheets
WIP
Workflow reporting
4. Excel

Rate your Microsoft Excel skills from 1 to 10.

List the Excel features you can use confidently without assistance.

5. Microsoft 365

Which of these have you used professionally?

Microsoft Teams
SharePoint
Planner
Outlook
Word
Excel

Explain briefly.

6. Professional emails

Approximately how many professional client/customer emails did you personally prepare during a normal working day in your most recent administrative position?

7. Attention to detail

Tell us about a mistake you identified in your own work before it reached a client or manager.

What did you do?

8. Following instructions

Tell us about a role where you regularly worked from procedures, checklists or SOPs.

9. Reason for leaving

Why did you leave your last two positions?

10. Availability

Confirm that you are available to work:

6:00 am to 2:00 pm Philippine Time, Monday to Friday, including a 30-minute unpaid lunch break.

11. Other employment

Do you currently have another employer, client or business?

If yes, explain the hours involved.

12. Internet and workspace

Please describe:

Your main internet connection
Backup internet connection
Computer specifications
Whether you have a private workspace
13. Salary

What hourly rate in AUD are you seeking?

14. Long-term plans

What type of role would you like to have in two to three years?

15. Video

Include a link to a maximum two-minute video introduction.

Please briefly explain:

Your previous administrative experience
The type of work you are strongest at
Why you believe you would suit a small Australian accounting firm

Do not read a prepared script.

Application Filter

At the very end of your application, include the words:

“Accuracy before speed.”

Applications without both required phrases will not be considered.