AU DAYSHIFT, REMOTE - Admin/Bookkeeper

This is a remote position.

• Provide real-time monitoring of multiple inboxes during the assigned shift.
  
• Ensure strict response-time compliance: o Within 15–30 minutes, maximum 1 hour, unless in training or meetings.
  
• Categorise, flag, and prioritise emails based on urgency.
  
• Ensure all actions triggered by emails are completed and logged.
  

• Action all new referrals within 1–2 hours from receipt.
  
• Enter referral details into the internal system accurately.
  
• Contact clients promptly to acknowledge referral and confirm appointment requirements.
  
• Coordinate with local AU team/managers to secure appointment slots (same-day if required).
  

• Book client appointments and update calendars as required.
  
• Liaise closely with the local admin team regarding availability and scheduling changes.
  
• Communicate scheduling updates or issues to relevant team members.
  

• Upload documents, invoices, and client files into the system.
  
• Support local admin on ad hoc tasks such as follow-ups, confirmations, and data checks.
  
• Assist in creating and updating internal records, logs, and trackers.
  
• Provide admin support across different departments as needed (onboarding, rostering assistance, etc.)
  

• Monitor invoicing emails and upload invoices into the correct client folders.
  
• Perform basic bookkeeping-related data entry tasks.
  
• Ensure accuracy and completeness of client billing documentation.
  
• Assist with shift blocking/tagging for payroll preparation.
  

• Use only company-approved systems, logins, and devices.
  
• (Subject to IT decision) Operate exclusively on company-issued laptops OR secure access to the company environment via an approved firewall setup.
  
• Maintain confidentiality and strictly follow data security protocols.
  
• Follow escalation processes for any unusual, clinical, or compliance-related concerns.
  

• Excellent English communication skills, both written and verbal.
  
• Experienced with XERO and Shift Care.
  
• Australian work experience handling BAS and GST compliance.
  
• Willing and flexible to work 6 days per week including weekends.
  
• Must be confident and professional; accent-neutral preferred for future call handling.
  
• Strong bookkeeping/invoicing knowledge
  
• Able to handle invoice uploads, file management, data entry for accounts.
  
• Advanced administrative skills
  
• Inbox management
  
• Appointment scheduling
  
• Data entry accuracy
  
• Calendar coordination
  

• Strong IT literacy and ability to learn new systems quickly.
  
• Familiarity with cloud-based tools (OneDrive, email systems).
  
• Comfortable navigating CRM or client management systems.
  

• Must be work-from-home ready with reliable high-speed internet.
  
• Must be open to using company-issued equipment if required.
  
• Located preferably within metro areas or nearby cities for logistics purposes (if equipment deployment is required).
  

• Highly responsive and proactive.
  
• Detail-oriented with strong organisational habits.
  
• Can work independently with minimal supervision.
  
• Comfortable collaborating with AU-based teams.
  

• Ensures uninterrupted admin and referral handling across multiple time zones, including WA.
  

• Weekend coverage may be introduced as the business expands.
  
• HR support tasks are not included at this stage but may evolve as the business grows.
  
• Training for systems, invoicing processes, and escalation guidelines will be provided by the client’s internal team.