Business Administration Coordinator

We are seeking a highly organised, proactive and detail-oriented to own and manage the full invoicing cycle via Xero, including payment tracking and reconciliation across two business entities.

Candidate must be confident producing structured financial reports without close supervision, managing multiple administrative workstreams independently in a remote setting, and identifying process gaps before they escalate.

Tasks

Financial Administration

• Own the end-to-end invoicing process: generate, issue, and track client invoices accurately and on schedule using Xero across two business entities
• Maintain a live, accurate record of incoming payments, outstanding balances, and financial activity across two business entities
• Upload, code, and reconcile expenses and remittances via DEXT on a regular cycle, ensuring records are complete and audit-ready at all times
• Prepare clear, accurate monthly financial and client usage reports in Excel or Google Sheets, drawing on data from multiple sources and delivering to agreed timelines
• Flag payment delays, discrepancies, or anomalies to the Chief of Staff promptly and with complete and appropriate context

Operational Administration

• Maintain up-to-date, structured records across Salesforce, ensuring data integrity and usability for the wider team
• Keep project boards and task lists current in Asana, supporting project leads with visibility across active workstreams
• Support onboarding processes and contract tracking, ensuring documentation is completed, filed, and accessible
• Monitor shared inboxes and respond to administrative queries within agreed response windows
• Contribute to the continuous improvement of internal processes, flagging inefficiencies and proposing practical solutions

Cross-Functional Collaboration

• Work closely with the Chief of Staff on operational priorities, reporting cadence, and process development
• Liaise with project leads across to ensure administrative requirements are met without disrupting delivery
• Escalate issues that require senior decision-making in a timely and well-framed manner

This role is for one of our existing clients, and the successful candidate will work directly with the client’s team while collaborating with our agency to ensure smooth operations, adherence to standards, and proper documentation. The role involves acting as a primary point of contact for day-to-day responsibilities and requires a proactive, detail-oriented professional capable of managing multiple priorities independently.

Requirements

Qualifications:

• Must have Bachelor’s degree in Accounting, Finance, Business Administration, or related field
• 3+ years focused in bookkeeping, financial administration, accounting support, or related fields
• Nice-to-Have bookkeeping or accounting certificate (e.g., Xero Advisor, Payroll Certification)
• Proficient in Xero (invoicing, tracking payments, reconciliations)
• Experience in DEXT or similar expense management tools
• Strong knowledge of Excel/Google Sheets for reporting, pivot tables, formulas
• Strong knowledge of CRM or project management tools (ClickUp, Salesforce, Asana, Slack, and Google Workspace)
• Strong knowledge of Microsoft Office stack (Excel, Powerpoint, Word, etc.)
• Generate and track client invoices accurately and on time
• Ability to manage multiple administrative workstreams simultaneously in a remote-first environment
• Experience working with remote work or international clients
• Strong organisational skills with the ability to prioritize tasks effectively in a dynamic environment.
• Strong process discipline and an instinct for identifying and resolving gaps before they escalate
• Clear, professional written communication suited to both internal coordination and client-facing correspondence
• Strong communication skills with professional video call and phone etiquette and strong interpersonal abilities.
• Excellent typing skills with attention to detail for data entry and documentation tasks.
• Organised, proactive, and self-motivated.
• Ability to work independently while being a team player who contributes positively to office culture.

Preferred Industry Experience

• Creative agencies, Professional services, or communications firms
• Remote-first or distributed team environments
• Organisations operating across multiple service lines or entities simultaneously

Work Setup Requirements

• Reliable internet and quiet workspace.
• Available for ad-hoc video call meetings
• Based in the Philippines and able to work during agreed time zones
• Schedule: Monday to Friday
• Shift: Monday - Friday 5:00 PM – 1:00 AM PHT
• Type: Full-time, Independent Contractor, remote (this must be your only job). No other employment or freelance projects.

Benefits

• Fully remote
• Work from anywhere
• Monthly payout