Are you reliable, detail-focused, and tech-savvy with experience in job management and financial reconciliation?

About Us:

At Phyllis Song Consulting, we help Virtual Assistants find the right opportunities to grow their careers while working with supportive clients worldwide. Our VAs enjoy stable, long-term roles where they can sharpen their skills, gain new experiences, and contribute meaningfully to dynamic teams. If you’re looking for a role that values precision, accountability, and initiative—you’ll feel right at home with us.

Job Description:

We are seeking a proactive and organized Virtual Administrative Assistant to support job management, financial data entry, and compliance tasks. You’ll work closely with operations and finance systems to ensure jobs, invoices, and reconciliations are handled accurately and on time.

Key Responsibilities:

Simpro Operations & Job Management

• Process and receipt delivery dockets

• Confirm goods received with technicians

• Create/manage jobs and attach supplier invoices to purchase orders within Simpro

Financial Data Entry & Reconciliation

• Enter supplier invoices into Simpro and Xero

• Attach supporting documentation to records

• Complete monthly reconciliations (invoices + credit card statements) on time

Administrative & Compliance Support

• Maintain organized digital/physical filing systems

• Prepare project and invoicing documentation (POs, Form 12s)

• Ensure risk assessments and plan checks are accurate and updated

Qualifications:

• Proven administrative experience with strong attention to detail

• Familiarity with Simpro (preferred), Xero, and Microsoft Office Suite

• Excellent organizational skills and ability to meet deadlines

• Strong communication skills for liaising with office and field staff

• Trustworthy and accountable with handling sensitive data

Tools You Will Use:

• Simpro (job management system)

• Xero (accounting software)

• Microsoft Office Suite (Word, Excel)

Working Hours:

• Part-Time: 30 hours per week

• 7:00 AM – 4:00 PM AEST (Australian Eastern Standard Time)

Preferred Traits:

• Reliable and detail-oriented

• Proactive and takes initiative

• Organized and tech-savvy

• Clear and professional communicator

• Accountable and trustworthy

Non-Negotiables:

• Screenshot and productivity tracker required

• Must work during specified AEST hours

Benefits:

• Paid 30 business days of training (focused on both mindset and skillset).

• Work-from-home opportunity.

• 9th month, anniversary, and performance bonuses.

• Access to training resources.

• Collaborate with an excellent community of VAs.

• Weekly payment.

• Claim reimbursements every quarter for Philhealth contributions after 6 months of tenure, and after 1 year opt between Philhealth or HMO.

Why Join us?

Join Phyllis Song Consulting as a Bookkeeper and manage financial records with precision in a flexible, remote work environment. We provide a supportive, growth-focused atmosphere where you can thrive while ensuring the financial health of our clients.