Admin Support (Onsite, Dayshift)

Shore 360; Angeles; On-site; PHP 279,000 - 424,000; Full time

Benefits offered by this job

Day 1 HMO Coverage

Attendance Bonus – Earn up to ₱5,000

Fixed Weekends Off

Unlimited Barista Coffee all shift

Job summary

Shore360, a 100% Australian-owned BP firm in the Philippines, seeks a detail-oriented operations administrator handling bookkeeping, payroll, HR admin, and CRM tasks across Xero, Deputy, HubSpot and ServiceM8. This full‑time role requires strong English communication and multi-system coordination.

You will support NZ/Australia clients, maintain records, process invoices, payroll, and onboarding, ensuring accuracy and compliance. Growth opportunities exist within a collaborative team.

Responsibilities

• Set up new customer accounts in HubSpot and other business systems
• Process GoCardless payment arrangements for new customers
• Send welcome emails, onboarding packs, and customer communications
• Respond to customer enquiries and manage inbound requests
• Maintain accurate customer records and CRM data
• Monitor customer lifecycle stages and identify retention risks
• Generate and issue invoices through Xero
• Request and follow up on customer purchase orders
• Prepare and distribute monthly customer statements
• Monitor overdue accounts and follow up on outstanding payments
• Manage recurring billing and resolve payment-related enquiries
• Process supplier invoices and bills in Xero
• Perform bank, credit card, and fuel card reconciliations
• Code transactions with correct GST treatment and maintain GST accounts
• Reconcile accounts and prepare supporting workpapers
• Assist in reviewing Profit & Loss and Balance Sheet reports for discrepancies
• Support balance sheet reconciliations under the direction of the Administration Team Leader and external accountant
• Maintain fixed asset registers and prepare journals as required
• Investigate and resolve financial discrepancies
• Process weekly payroll through Deputy and review payroll accuracy
• Prepare employment agreements and onboarding documentation
• Maintain employee records and training records through TalentLMS
• Respond to payroll-related queries and HR administration requests
• Coordinate candidate communications and interview scheduling
• Manage job advertisements and recruitment administration
• Support onboarding documentation and recruitment processes for local and overseas hires
• Create and distribute promotional materials and flyers
• Schedule and manage social media content
• Assist with email marketing campaigns and engagement tracking
• Support CRM marketing automation and customer engagement initiatives
• Manage phone and email correspondence on behalf of the New Zealand team
• Maintain ServiceM8 scheduling and field service records
• Maintain business documentation, compliance records, and system data
• Support continuous improvement projects and ad hoc administrative tasks
• Ensure accurate data management across Xero, Deputy, ServiceM8, Lightspeed, HubSpot, and TalentLMS
• Minimum 2 years of experience in bookkeeping, accounts administration, or a similar administrative role
• Current working experience using Xero
• Experience with bank and credit card reconciliations
• Experience in Accounts Payable and Accounts Receivable functions
• Understanding of Profit & Loss and Balance Sheet reporting
• Experience supporting payroll administration
• Strong experience in customer service and administrative coordination
• Experience using CRM systems is highly regarded
• Hubdoc experience is advantageous but not essential
• High attention to detail and strong organizational skills
• Excellent verbal and written English communication skills
• Ability to work independently and manage multiple responsibilities
• Strong problem-solving skills and proactive mindset
• Ability to follow processes while demonstrating initiative and accountability
• Comfortable working with multiple systems and learning new technologies
• Experience supporting Australian or New Zealand businesses
• Knowledge of GST compliance and reporting requirements
• Experience with HubSpot, ServiceM8, Deputy, TalentLMS, Lightspeed, or similar business systems
• Previous experience in recruitment administration, payroll, HR support, or marketing coordination
• Medical practice or healthcare industry experience is highly regarded but not essential

Job description

About Shore360:

Shore360 is a 100% Australian-owned BP firm based in the Philippines, providing customized staffing and administrative support for international companies. We handle recruitment, HR, IT, and office facilities so clients can focus on their core business, offering transparent pricing, dedicated teams, and flexible setups.

Roles and Responsibilities:

Customer Service & CRM Administration

• Set up new customer accounts in HubSpot and other business systems
• Process GoCardless payment arrangements for new customers
• Send welcome emails, onboarding packs, and customer communications
• Respond to customer enquiries and manage inbound requests
• Maintain accurate customer records and CRM data
• Monitor customer lifecycle stages and identify retention risks

Accounts Receivable & Debtor Management

• Generate and issue invoices through Xero
• Request and follow up on customer purchase orders
• Prepare and distribute monthly customer statements
• Monitor overdue accounts and follow up on outstanding payments
• Manage recurring billing and resolve payment-related enquiries

Accounts Payable & Financial Administration

• Process supplier invoices and bills in Xero
• Perform bank, credit card, and fuel card reconciliations
• Code transactions with correct GST treatment and maintain GST accounts
• Reconcile accounts and prepare supporting workpapers
• Assist in reviewing Profit & Loss and Balance Sheet reports for discrepancies
• Support balance sheet reconciliations under the direction of the Administration Team Leader and external accountant
• Maintain fixed asset registers and prepare journals as required
• Investigate and resolve financial discrepancies

Payroll & HR Administration

• Process weekly payroll through Deputy and review payroll accuracy
• Prepare employment agreements and onboarding documentation
• Maintain employee records and training records through TalentLMS
• Respond to payroll-related queries and HR administration requests

Recruitment Administration

• Coordinate candidate communications and interview scheduling
• Manage job advertisements and recruitment administration
• Support onboarding documentation and recruitment processes for local and overseas hires

Marketing & Communications

• Create and distribute promotional materials and flyers
• Schedule and manage social media content
• Assist with email marketing campaigns and engagement tracking
• Support CRM marketing automation and customer engagement initiatives

Business Operations & General Administration

• Manage phone and email correspondence on behalf of the New Zealand team
• Maintain ServiceM8 scheduling and field service records
• Maintain business documentation, compliance records, and system data
• Support continuous improvement projects and ad hoc administrative tasks
• Ensure accurate data management across Xero, Deputy, ServiceM8, Lightspeed, HubSpot, and TalentLMS

Required Experience

• Minimum 2 years of experience in bookkeeping, accounts administration, or a similar administrative role
• Current working experience using Xero
• Experience with bank and credit card reconciliations
• Experience in Accounts Payable and Accounts Receivable functions
• Understanding of Profit & Loss and Balance Sheet reporting
• Experience supporting payroll administration
• Strong experience in customer service and administrative coordination
• Experience using CRM systems is highly regarded
• Hubdoc experience is advantageous but not essential

Candidate Must Have

• High attention to detail and strong organizational skills
• Excellent verbal and written English communication skills
• Ability to work independently and manage multiple responsibilities
• Strong problem-solving skills and proactive mindset
• Ability to follow processes while demonstrating initiative and accountability
• Comfortable working with multiple systems and learning new technologies

Experience Advantage

• Experience supporting Australian or New Zealand businesses
• Knowledge of GST compliance and reporting requirements
• Experience with HubSpot, ServiceM8, Deputy, TalentLMS, Lightspeed, or similar business systems
• Previous experience in recruitment administration, payroll, HR support, or marketing coordination
• Medical practice or healthcare industry experience is highly regarded but not essential

Shore Xtra Perks

• Day 1 HMO Coverage
• Attendance Bonus – Earn up to ₱5,000 every pay run for consistent perfect attendance
• Fixed Weekends Off – Enjoy guaranteed Saturdays and Sundays off
• Unlimited Barista Coffee all shift long
• Free Parking & Shuttle
• Premium Game Lounge – Relax and recharge in our dedicated recreational zone
• Join our Social Passion Clubs: Photography Club, Dance Club, Fitness Club, Book Club, and Music Club
• Engaging Monthly Events with prizes, rewards, and team celebrations
• Referral Incentives through our employee referral program
• Statutory Benefits: Maternity, Paternity, Solo Parent Leaves, Magna Carta for Women, OT Pay, and Premium Pays