Long-term position with job security and opportunities for professional growth.
Work remotely with flexibility from the comfort of your home office.
Amazing support from both the local and international community.

Job Title: Accounts & Operations Administration

(part-time for 03 months, then review for potential transition to a full-time position)

Location: Remote (Vietnam or Philippines)

Start Date: ASAP

Job Summary:

Provide accurate and timely accounts, payroll, administrative and operational support to maintain reliable financial records, effective payroll processes and smooth day-to-day business operations.

Key Responsibilities:

Accounts Administration

Process customer invoices
Support accounts receivable and accounts payable activities.
Monitor outstanding customer payments and supplier invoices
Match and reconcile bank transactions, customer receipts and supplier payments in Xero.
Investigate unmatched, incorrectly allocated or discrepant transactions.
Maintain accurate financial records and supporting documentation.
Assist with financial administration and reporting.

Payroll Administration

Prepare and process employee payroll information.
Meet all payroll processing deadlines.
Maintain employee leave balances and payroll records
Enter payroll information accurately into relevant systems.
Support payroll-related superannuation and statutory reporting and payments
Investigate payroll discrepancies and coordinate their resolution.
Maintain the confidentiality of employee and payroll information.

Jobsheet Management

Generate jobsheets for operational and scheduling requirements.
Review jobsheets for accuracy and completeness.
Monitor jobsheets to ensure work is recorded and followed up.
Identify missing information, discrepancies and outstanding jobs.
Coordinate with relevant team members to resolve jobsheet issues.
Update jobsheets and maintain accurate operational records.

Extension Charging and Monitoring

Monitor extensions and record applicable charges accurately.
Prepare and process extension charges in accordance with company procedures.
Track extension dates, charges and outstanding actions.
Review extension records for missed or incorrect charges.
Follow up outstanding extensions with relevant staff or customers.
Maintain accurate extension records and supporting documentation.
Escalate unresolved discrepancies and issues for further investigation.

General Administration and Operations Support

Provide administrative support for daily business operations.
Enter and maintain accurate data across business systems.
Manage records, documents and filing systems.
Liaise with internal teams, customers and suppliers on accounts and operational matters.
Identify administrative issues and coordinate their resolution.
Support process improvements that increase accuracy and efficiency.
Complete additional administrative and operational tasks as required.

Key Skills

Demonstrated attention to detail and numerical accuracy.
Understanding of accounts receivable and accounts payable processes.
Experience using Xero or the ability to learn the system quickly.
Understanding of payroll processes and employee entitlements.
Strong organisational and time-management skills.
Ability to manage competing priorities and meet deadlines.
Accurate data-entry and general computer skills.
Clear written and verbal communication skills.
Strong problem-solving and discrepancy-resolution skills.
Ability to work independently and collaboratively.
Proactive, methodical and confidential approach to financial administration.

Experience and Qualifications

Previous experience in accounts administration, payroll or operations support.

Basic bookkeeping and financial administration experience.
Experience using Xero and payroll software.
Understanding of payroll requirements, employee entitlements and record keeping.
Qualifications in business administration, bookkeeping or accounting are desirable but not essential.

Good English communication skills

Key Performance Outcomes

Success in this role will be demonstrated by:

Accurate and timely transaction matching and reconciliation in Xero.
Effective completion of accounts receivable and accounts payable tasks.
Accurate and timely payroll processing.
Accurate maintenance of employee and payroll records.
Timely preparation, review and updating of jobsheets.
Accurate processing and monitoring of extension charges.
Prompt identification and resolution of discrepancies.
Complete and reliable financial, payroll and operational records.
Timely completion of administrative tasks and support activities.

Application Process:

To apply, please submit the following to ann@yorkhamilton.com and use the email subject "Applicant: Accounts & Operations Administration"

Updated resume
Cover letter (optional)
2-minute Introduction Video (blurred or white background in a quiet place)
Photo of work set-up at home
Screenshot of laptop specs and speed test

*Note: Incomplete applications will not be considered. Please make sure your documents and media are downloadable.

Pre-hiring Requirements: (Not mandatory at this stage, but great to have ready)

To help us move quickly through the hiring process, it would be beneficial if you already have the following available or prepared:

3 Character references (should be your current/previous lead or manager)
Valid copy of NBI Clearance (for Filipino candidates)
Valid copy of Police Clearance Certificate (for non-Filipino candidates)

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