Admin Assistant 001-0529

Looking for Filipino (Philippines-based) candidates

Job Role: Admin Assistant

Compensation range: $1,200 AUD - $1,500 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so youll be able to work from home.

Who The Client Is: The client is an established Australian professional services firm providing accounting, tax, advisory, and financial services to individuals and small-to-medium businesses. They take a holistic, client-focused approach, delivering integrated solutions across compliance, advisory, and wealth services.

With decades of industry experience, they are known for their structured processes, high compliance standards, and long-term client relationships. Their culture values accuracy, organisation, proactive communication, and workflow discipline, making them well-suited to detail-oriented and process-driven team members.

Role Overview: We are seeking a highly organised, proactive and detail-oriented Admin Assistant to support a busy professional services firm. This role plays a key part in client onboarding, workflow coordination, document management, and day-to-day administrative operations.

You will work closely with accountants and senior team members to track workflows, manage deadlines, prepare compliance documentation, and support professional client communication. This role suits someone who thrives in a structured, fast-paced environment and takes pride in accuracy, organisation, and follow-through.

Strong communication skills, attention to detail, and a proactive mindset are essential to help keep the team efficient, compliant, and client-focused.

Key Responsibilities:

Client Onboarding & Administration

Manage end-to-end client onboarding, ensuring all required documentation and information is collected, processed, and stored correctly.

• Prepare and coordinate client engagement documentation, including engagement letters and onboarding forms.
• Assist with renewals of engagement letters in line with regulatory or legislative changes.
• Ensure client records are kept accurate, up to date, and compliant.

Workflow & Job Management

• Track jobs and workflows to ensure tasks are progressing according to deadlines and service level expectations.
• Support accountants with job tracking, workflow coordination, and deadline management.
• Monitor task progress, follow up outstanding actions, and proactively flag risks or delays.
• Maintain workflow systems and ensure data accuracy across platforms.
• Assist with the billing process, invoicing, and debtors.

Compliance & Correspondence Support

• Prepare and manage ATO correspondence, including drafting, organising, and tracking submissions and responses.
• Assist with corporate compliance documentation and processes.
• Support compliance workflows using relevant corporate compliance platforms.

Document Management

• Manage digital filing systems and ensure documents are accurately named, stored, and archived.
• Maintain structured document workflows for easy retrieval and audit readiness.
• Ensure compliance documentation is properly maintained and accessible.
• Email and diary management

Client Communication

• Handle professional client communication, including:
• Following up on missing information
• Confirming workflow progress
• Cross-checking client responses and documentation
• Maintain clear, polite, and professional written communication at all times.

Administrative & Team Support

• Provide general administrative support to accountants and senior team members.
• Assist with improving internal workflows, systems, and administrative processes.
• Proactively identify inefficiencies and suggest improvements.

Required Skills and Qualifications:

• 3+ years experience in administration, accounting support, or professional services support roles.
• Exposure to an Australian accounting firm is highly desirable.
• Strong organisational and time management skills with exceptional attention to detail.
• Experience supporting accountants or financial services teams is highly desirable.
• Ability to manage multiple workflows and competing priorities effectively.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive mindset — anticipates needs and takes initiative.

Technical & Software Requirements:

• XPM & Sharepoint are required.
• AccountKit, ATOMate, and Fusesign are on the wishlist (negotiable).
• NowInfinity – as long as they have used CAS360 or any other similar programs is fine.

Strong experience using:

• Xero
• XPN
• Confident use of cloud-based document management systems.
• Comfortable working with workflow management platforms.
• Proficient in Google Workspace and/or Microsoft Office Suite.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Be available for meetings and collaboration during core [AEST or PHT] business hours
• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)