Overview
Category: Legal
Virtual Assistant – Accounts Assistant and Bookkeeping
This is a permanent, AU dayshift, work-from-home role for applicants in Philippines.
- Start: 30 hours per week
- Reporting to: Principal / Managing Lawyer / Operations Lead, as directed
- Rate: $10 AUD per hour (Negotiable)
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.
Preferred Qualifications
- 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.
Compensation & Benefits
- $10 AUD per hour (Negotiable)
- 30 hours per week
- Permanent role
- AU dayshift
- Work from home
Location
- Work-from-home (WFH), Philippines