Admin Support & Bookkeeping Officer (AU Client - Remote | Part-Time)

Bespoke Outsource Services; Makati; Remote; PHP 240,000 - 360,000; Full time

Job summary

Bespoke Outsource Services in Metro Manila, Philippines seeks an experienced administrative and bookkeeping assistant to support daily operations and client communications.

You will handle data entry, invoicing, follow-ups, and records in HubSpot, while coordinating with management to ensure accuracy and timely actions. Strong communication and organizational skills are essential for success in this role.

Qualifications

• Minimum 2 years' experience in administration, bookkeeping, or similar support role.
• Experience using HubSpot is required.
• Experience handling inbound and outbound client calls is required.
• Basic bookkeeping and accounting knowledge.
• Experience with Xero or other accounting software is highly regarded.
• Strong data entry and record-keeping skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Confident and professional telephone manner.
• Strong organisational and time management skills.
• Ability to manage multiple tasks and meet deadlines.
• Ability to work independently and proactively manage follow-ups.
• Strong customer service and stakeholder management skills.

Responsibilities

• Assist in all aspects of administrative and bookkeeping support.
• Manage day-to-day administrative and bookkeeping tasks, client follow-ups, calls, data entry, record-keeping, and ad-hoc duties.
• Ensure administrative tasks are completed accurately and client enquiries are handled professionally.
• Work closely with clients, management, and teammates to maintain records and support the business.
• Maintain client information, activities, tasks, and follow-ups in HubSpot.
• Prepare invoices, receipts, and basic financial documentation; assist with reconciliations as needed.
• Maintain electronic files and monitor outstanding tasks and requests.
• Support with accounts payable/receivable and general financial administration.
• Assist management with ad-hoc administrative projects and confidentiality of information.

Skills

HubSpot

Data entry

Customer service

Microsoft Office

Google Workspace

Accounting software

Phone handling

Time management

Attention to detail

Tools

HubSpot

Xero

Microsoft Office

Google Workspace

Job description

Responsibilities

You will be required to assist in all aspects of administrative and bookkeeping support, which may at times extend beyond the duties listed below.

Managing day-to-day administrative and bookkeeping support, including client follow-ups, inbound and outbound calls, data entry, record keeping, basic bookkeeping tasks, and other ad-hoc duties as required. You will be responsible for ensuring administrative tasks are completed accurately, client enquiries are handled professionally, and follow-ups are completed within required timeframes.

This will require you to work closely with clients, management, and other team members to maintain accurate records, manage client follow-ups, and provide administrative and bookkeeping support to the business.

Other responsibilities include but are not limited to:

• Provide general administrative and bookkeeping support to the team.

• Handle inbound and outbound calls with clients and other stakeholders.

• Conduct follow-up calls with clients regarding outstanding information or other matters.

• Manage and update client information, activities, tasks, and follow-ups in HubSpot.

• Maintain accurate client and business records in HubSpot and other relevant systems.

• Respond to routine client enquiries and elevate matters where required.

• Perform data entry and maintain accurate records and documentation.

• Assist with accounts payable and accounts receivable tasks.

• Prepare invoices, receipts, and other basic financial documentation.

• Assist with bank and account reconciliations as required.

• Maintain and organise electronic files and documentation.

• Monitor outstanding tasks, follow-ups, and client requests.

• Assist with general bookkeeping and financial administration as required.

• Support management with ad-hoc administrative tasks and projects.

• Maintain confidentiality when handling client and financial information.

• Proactively follow up outstanding client matters and ensure actions are completed within required timeframes.

• Perform other duties as reasonably required to support the business.

Requirements

• Minimum 2 years' experience in administration, bookkeeping, customer service, or a similar support role.

• Previous experience using HubSpot is required.

• Experience handling inbound and outbound client calls is required.

• Experience conducting client follow-ups and managing outstanding requests.

• Basic bookkeeping and accounting knowledge.

• Experience with Xero or other accounting software is highly regarded.

• Strong data entry and record-keeping skills.

• Excellent attention to detail and accuracy.

• Strong written and verbal communication skills.

• Confident and professional telephone manner.

• Strong organisational and time management skills.

• Ability to manage multiple tasks and meet deadlines.

• Ability to work independently and proactively manage follow-ups.

• Strong customer service and stakeholder management skills.

• Proficiency in Microsoft Office, Google Workspace, HubSpot, and other cloud-based systems.