Virtual Assistant

Set Up My Offshore; City of Brisbane; Remote; AUD 60,000 - 80,000; Full time

Job summary

Set Up My Offshore is seeking a high‑quality offshore administrator to support onshore Partners/Directors, Managers and Accountants across Business Advisory, Tax Advisory and Superannuation Advisory teams. You will manage client matter files, maintain CRM records, prepare correspondence and liaise across time zones.

This role requires excellent English, strong Microsoft 365 skills, discretion, and the ability to work Australian business hours.

Qualifications

• Strong English communication and professionalism.
• Excellent organisational and time-management skills.
• Ability to work with minimal supervision and across time zones.

Responsibilities

• Provide high-level remote administrative support to onshore Partners/Directors, Managers and Accountants across the Business Advisory, Tax Advisory and Superannuation Advisory teams.
• Set up and manage client matter files and maintain accurate client records in CRM systems, including workflow actions, contacts, financials, document requests and questionnaires.
• Prepare client-related correspondence for onshore review and release.
• Prepare client fees and assist with financial statements, tax returns and activity statements.

Skills

Microsoft 365

English communication

Time management

Independence

Tools

APS

CAS

CRM platforms

Docusign

ATOmate

Class

Job description

Job Description

• Provide high-level remote administrative support to onshore Partners/Directors, Managers and Accountants across the Business Advisory, Tax Advisory and Superannuation Advisory teams.


• Set up and manage client matter files and maintain accurate client records in CRM systems, including workflow actions, contacts, financials, document requests and questionnaires.


• Prepare client-related correspondence, including scanned ATO mail, reports, proposals and general communications, for onshore review and release.


• Prepare client fees and assist with the collation of financial statements, tax returns and activity statements.


• Prepare and coordinate the lodgement of tax returns and activity statements for review and authorisation by an onshore registered tax agent.


• Support the onshore team with ATO-related client matters, including monitoring client account and lodgement status and tracking due dates.


• Support the Client Onboarding and Entity & Corporate Secretarial specialist functions during peak periods or leave coverage, under direction.


• Handle general client queries via email, phone and approved digital channels, escalating to the onshore team where required.


• Develop and maintain standard templates and business unit communication collateral, including training PowerPoint presentations.


• Manage task handovers across time zones, providing timely status updates and clearly documenting work in progress at the end of each shift.


• Comply with the firm’s information security, privacy (Australian Privacy Principles) and offshore data-handling protocols.

Requirements

Experience & Knowledge

• Previous experience in a similar offshore or outsourced administration role supporting an Australian accounting, tax or financial advisory firm is desired.


• Previous experience as an executive assistant or in a similar role supporting senior professionals, Partners or Directors is highly regarded.


• Working knowledge of Australian tax and compliance terminology and processes (ATO, ASIC, BAS/IAS and superannuation) is highly regarded.


• Experience with APS, CAS, CRM platforms, Docusign, ATOmate and Class is highly regarded; familiarity with the ASIC, ABR and ATO portals is an advantage.

Skills & Attributes

• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, SharePoint, Outlook).


• Excellent written and spoken English communication skills, with a high level of professionalism, confidentiality, discretion and attention to detail.


• Strong organisational, prioritisation and time-management skills, with the ability to manage competing demands from multiple Partners/Directors.


• Able to work independently with minimal supervision and willing to work Australian business hours (AEST/AEDT), including daylight saving changes.

Digital & Technology Skills

• Demonstrate strong digital literacy and proficiency across business applications, workflow systems, collaboration platforms and AI-enabled tools.


• Quickly learn, adapt to and effectively utilise new technologies and software platforms.


• Proactively identify opportunities to improve efficiency through technology, automation and process standardisation.


• Embrace emerging technologies and digital solutions to enhance accuracy, productivity and client service outcomes.