General Admin Virtual Assistant with Xero experience

The Position

We’re looking for a rockstar General Admin VA with strong experience using tools like Xero or QuickBooks, someone who thrives in structured systems and loves getting the details right. This full-time, remote role supports two established Australian businesses with day-to-day admin and financial tasks. You’ll play a key role in keeping both teams organised, responsive, and running smoothly. If you enjoy variety, value clear processes, and want a long-term remote opportunity — this one’s for you.

About the Role

You’ll work remotely from your home. The majority of your tasks will revolve around general administration, customer service, and processing invoices and orders in Xero. You’ll also help with internal documentation, data entry, and occasional project or order support. If you’re someone who loves systems, created SOPs, thrives on routine, and gets satisfaction from completing tasks accurately and efficiently, this could be the perfect long-term opportunity for you.

The Details

Job Location: Remote, work from home.

Company Location: Australia

Job Type: Full-time 40 hours per week.

Salary: Please review the job application

Hours (in Philippine Time): 7am to 3.30pm PHT

Responsibilities

General Admin & Operations 

This role is all about creating structure and keeping things moving behind the scenes. You’ll be the right hand person in this role, so being organised, resourceful, and independent is key.

• Monitor and manage inboxes daily, flag urgent emails, respond to and handle customer enquiries, purchase orders, and updates professionally.
• Create, format, and maintain internal documents such as reports, SOPs, and proposals.
• Input data, track jobs, and assist with reconciling project or shipping details.
• Support appointment scheduling, internal reminders, and calendar updates.
• Assist with travel bookings, formatting customer pricing documents, and proofreading.

Financial Admin Support (Xero / QuickBooks)

You’ll use Xero (or similar platforms) to support order and payment processing. You won’t be doing full bookkeeping, but you will need to keep financial records clean, accurate, and well-documented.
 

• Enter supplier invoices, raise purchase orders, and ensure records are accurate.
• Reconcile payments and ensure invoices are processed on time.
• Monitor and follow up on outstanding payments or billing issues.
• Support expense tracking and assist with preparation of reports.
• Bonus if you have experience supporting Australian BAS filing or working with inventory systems.
   

SOFTWARE SKILLS

You should be confident using:

• Xero (required)
• Google Workspace (Docs, Sheets, Calendar)
• Microsoft Excel and Word
• Email platforms (Outlook or Gmail)
• Project and job tracking tools like Wunderbuild or Excel
• Communication tools like Zoom, WhatsApp, and Loom
• Familiarity with document formatting and SOP drafting is a strong plus.

We want to hear from you if you have…

• At least 4+ years of experience as a General Admin VA with Xero experience, working online directly for US, Australian, or European clients. 
• The confidence to handle the responsibilities identified above, with minimal supervision.
• Confidence with project management and CRM tools with an ability to improve processes and systems as you go.
• Hands-on financial experience using Xero or QuickBooks for financial data entry.
• Exceptional English written and verbal communication skills with the ability to liaise well with key stakeholders.
• A proactive, can-do attitude and the ability to manage multiple tasks independently.
• Strong communication, time management, and attention to detail.
• Exceptional organisational, multitasking, and time management skills.

Bonus: 

• Background in construction admin or logistics/shipping coordination.

You must be someone that… 

• Solve problems and improve processes proactively.
• Take ownership of tasks and deliver with excellence.
• Communicate clearly, professionally, and consistently.
• Thrive in a small, collaborative, and structured team environment.

This position is not for you if you…

• Lack experience with admin, operations, or Xero (financial support).
• Don’t have a proactive personality, and you can’t think on your feet.
• Do not have a reliable, quiet remote work setup
• Are juggling multiple jobs or responsibilities.
• Do not prioritize client experience and team communication
   

Call to Action

If you are an experienced General Admin VA with Xero experience, looking to take your career to the next level, apply now!