Administrative Assistant (Client Services Coordinator) – External Audit

Cloudstaff Philippines Inc.; Philippines; On-site; PHP 300,000 - 420,000; Full time

Benefits offered by this job

ALE Club: Accountants LeadingEvolution

Employee Share Units program

Flexible leave credits

Health and life insurance after 16th 1

Career advancement opportunities

Job summary

Cloudstaff Philippines Inc. seeks an Administrative Assistant to provide generalist administrative and document support to the External Audit team.

The role focuses on supporting the team with Word and PowerPoint formatting, billing support, data entry, and a range of ad hoc tasks, with direct client contact minimal unless instructed by a KRM. The ideal candidate will have a related bachelor's degree, 2–3 years' experience in an admin role, strong MS Office skills, and the ability to work

Qualifications

• Bachelor's degree in Accounting, Business Administration, or related field.
• 2 to 3 years' experience as Administrative Assistant or similar document formatting role.
• Proven ability formatting Word/PowerPoint docs to a professional standard.
• Experience adhering to established processes and working with others to achieve goals.

Responsibilities

• Format and prepare Word and PowerPoint documents to a professional standard.
• Prepare letters and information for signing and client termination correspondence.
• Compile documents, presentations and reports for the Audit team.
• Provide general administrative support to the team and assist with billing, onboarding/offboarding as needed.

Skills

Excellent communication

Attention to detail

Problem solving

Time management

Self-directed

Proactive communication

Collaboration in virtual teams

Tech proficiency

Education

Bachelor's degree in Accounting or Business Administration

Tools

Retain

CRM support

TaskX

Concur

APS setups

iManage

DocuSign/Adobe Sign

Job description

Job Description

Overview

The Administrative Assistant provides generalist administrative and document support to the External Audit team. The role is focused on supporting the team rather than direct client engagement, with the majority of tasks actioned on request from the Audit team in relation to client work. Core duties include formatting of documents and presentations in Word and PowerPoint, billing support, data entry and a range of ad hoc administrative tasks. Direct client contact is minimal and occurs only when specifically instructed by a Key Relationship Manager (KRM).

Soft Skill Competencies

• Excellent communication skills (written and verbal)
• Strong attention to detail, particularly for document formatting and accuracy
• Problem solving aptitude
• Adaptability to diverse tasks and shifting priorities
• Effective time management and highly organised
• Proactive communication
• Collaboration in virtual teams
• Tech proficiency
• Positive attitude

Technical Skills

• Advanced MS Word skills, including formatting of long form documents, styles, templates and track changes
• Advanced MS PowerPoint skills, including formatting of presentations and reports
• Intermediate MS Excel and Outlook skills
• Basic understanding of the end-to-end Accounting and/or Auditing processes

Key Responsibilities

Document Formatting and Support

• Format and prepare Word and PowerPoint documents to a professional standard, including reports, presentations, letters and client correspondence
• Prepare out for signing letters, ethical clearance letters and information for client termination correspondence, for review and issue by the Audit team
• Compile documents, presentations and reports for the Audit team
• Provide general administrative support to team members within the location and region, including bulk mail outs and provision of copies of financial statements or other information

Operations and Compliance

• Ensure all team related tasks in the local office or designated region are completed in accordance with internal and external service standards, including meeting turnaround times and timely responses to tasks
• Assist the Client Services team with billing
• Assist with onboarding and offboarding of clients on request from the Audit team
• Complete Job In/Out for Signing processes within turnaround timeframes
• Prepare and manage electronic packs
• Action administrative tasks in relation to clients only when instructed by the Key Relationship Manager (KRM), for example information requests or setting up meetings
• Work within a team environment, assisting the Client Services team and others where appropriate

Key Attributes

Skills and Attributes

• Positive, proactive and results orientated
• Collaborative team player
• Self-directed with a strong work ethic, capable of working independently in a remote environment without constant supervision
• Demonstrated ability to take initiative and drive tasks to completion
• Comfortable with autonomy and able to manage time effectively to meet deadlines and deliver high quality, well formatted work

Position Interface

Internal

• Client Services Team
• Adviser Support Team
• Adviser Services Team
• Management
• Corporate Teams
• Risk and Compliance Team

External

• Clients (limited, on instruction from the KRM only)
• Companies Office/ASIC
• Key Stakeholders
• Suppliers

Systems/Tools

• Retain – maintain staff schedule and assist with capacity management
• CRM support, including pipeline management support as directed
• TaskX – support Scoping
• TaskX – support Tasking
• Concur – supplier invoice uploads and approvals
• Concur – credit card reconciliations
• APS set ups, client maintenance, data entry and managing data integrity
• iManage – document management
• Complete DocuSign/Adoe Sign – Out for Signing requirements in a timely manner

Qualifications and Requirements

• Bachelors Degree related in Accounting, Business Administration, or other applicable qualification
• 2 to 3 years' experience in an Administrative Assistant or similar document formatting focused role, supporting an Australian based team or client
• Demonstrated experience formatting Word and PowerPoint documents to a professional standard
• Demonstrated background in adhering to established processes and procedures
• Demonstrated background in working with others to achieve common outcomes and/or goals

Perks and Benefits

• ALE Club : Accountants Leading Evolution, be part of a community of accountants within Cloudstaff that serves as a platform to connect with their colleagues
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.
• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Endless opportunities for career advancement
• Exclusive partnership with the IPA to offer a professional CPD pathway
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• In-house psychiatrist available to support employees' well-being
• International career growth and connections
• Look forward to weekly office perks for work from office staff – Free Coffee, Meals and Beer Fridays!
• Membership with PICPA
• Mental Wellness Employee Assistance program through Lifeworks
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled
• Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Top notch workplace with first class VIP lounge and game rooms
• Unlimited cash incentives for hired referrals
• We set you up for success with a company-provided PC/Laptop and fiber internet connection