Administrative Officer

Beepo Inc.; Mabalacat; On-site; PHP 300,000 - 500,000; Full time

Job summary

Beepo Inc. in Clark, Pampanga, is seeking an Offshore Administration Officer to provide reliable, organised support across accounts, rostering, administration, and marketing.

You will work closely with the Service Delivery Manager, bookkeeper, and directors to ensure smooth daily operations. Responsibilities include reviewing templated invoices, chasing payments, loading bills into Xero, basic bank reconciliation, managing the staff roster, and generating service and rooming agreements.

Qualifications

• Strong attention to detail for invoicing and data entry.
• Excellent written and verbal English communication.
• Ability to learn and use cloud-based tools including Xero and AI tools.
• Well-organised with recurring task management and prioritisation.
• Reliable, self-directed and able to work independently within defined processes.
• Experience with rostering or scheduling is preferred.

Responsibilities

• Review templated invoices for accuracy and generate CSVs for invoicing.
• Monitor outstanding invoices and follow up with plan managers.
• Amend invoices per plan manager requests and submit payment enquiries.
• Investigate and resolve refused or rejected payments.
• Load supplier bills into Xero with supporting documents.
• Assist with basic bank reconciliation under the bookkeeper.
• Answer calls professionally and direct messages as appropriate.
• Maintain staff roster and schedule appointments, ensuring shifts are correct.
• Communicate roster changes to staff promptly.
• Generate service and rooming agreements using templates and track status.
• Create basic marketing content using Claude AI tools and post on social media.

Skills

Attention to detail

Clear written and verbal communication

Independent working

Time management

Self-motivation

Tools

Xero

NDIS portal

Claude AI tools

Cloud-based tools

Job description

About the role

The Offshore Administration Officer provides reliable, organised support across accounts, rostering, administration, and marketing. This is a varied role suited to someone who is detail-oriented, confident following established processes, and comfortable working independently within clear guidelines. This role supports the day-to-day administrative and financial operations of the business, working closely with the Service Delivery Manager, bookkeeper, and directors.

Key responsibilities

• Review templated invoices for accuracy before sending to plan managers and generate CSV files for NDIS portal invoicing
• Monitor outstanding invoices and follow up with plan managers as needed
• Amend invoices in line with plan manager requests and submit payment enquiries to the NDIA where required
• Investigate and resolve refused or rejected payments
• Load supplier bills and invoices into Xero accurately and in a timely manner with supporting documentation
• Assist with basic bank reconciliation under the direction of the bookkeeper
• Answer incoming calls professionally and direct or take messages as appropriate
• Maintain and update the staff roster and schedule appointments ensuring shifts are correctly rostered
• Communicate roster changes to relevant staff promptly
• Generate service agreements and rooming agreements using provided templates and track their status
• Create basic marketing content using Claude AI tools following brand guidelines and post approved content across social media channels

About you

• Strong attention to detail, particularly for invoicing and data entry
• Clear written and verbal communication in English
• Comfortable learning and using cloud-based tools (Xero, NDIS portal, AI tools)
• Well-organised with the ability to manage recurring tasks and prioritise effectively
• Reliable, self-directed, and able to work independently within set processes
• Prior experience with Xero or similar accounting software
• Familiarity with the NDIS or Australian disability services sector
• Experience with rostering or scheduling
• Experience using AI productivity tools
• Reliable internet connection, a computer, and the ability to be available during agreed Australian Eastern Standard Time (AEST) business hours

About us

Beepo is a Probe Group company, a full-service Australian-owned outsourcing company with 12,600 people and over 15,000 deployed workstations across 6 countries. The largest and most diverse Australian-owned customer experience outsourcing provider. Our Beepo office is located in Clark, Pampanga. We provide exceptional workforce support to clients all over the world. Our primary focus is to help businesses grow sustainably with the help of fantastic Philippine talent.