Remote Admin And Finance Support – Uptick, Xero & Operations Support (Au Client)

Mintrix Business Advisory; Metro Manila; Remote; PHP 260,000 - 360,000; Full time

Job summary

Mintrix Business Advisory in the Philippines seeks a detail‑driven Remote Administrative Assistant to support internal operations, data management, payroll, invoicing and reception overflow for an Australian client.

You will work with Uptick, Excel, Xero, and a small team, handling data entry, timesheets, invoices, and client communications, with onboarding and growth opportunities.

Qualifications

• Strong administrative and data entry experience.
• High attention to detail and analytical mindset.
• Experience using Excel for tracking and reporting.
• Experience with payroll preparation or timesheet reconciliation.
• Exposure to Xero or basic bookkeeping processes.
• Experience with job management systems (Uptick preferred).
• Strong verbal and written English communication skills.
• Professional phone manner for client follow-ups and reception calls.
• Ability to work independently and follow structured systems.

Responsibilities

• Manage and update job information within Uptick software.
• Perform accurate work-order and compliance data entry.
• Maintain and organise service records and documentation.
• Assist with administrative workflow management within the system.
• Review and reconcile timesheets in preparation for payroll.
• Track TOIL balances using Excel spreadsheets.
• Ensure all staff timesheets are complete and accurate.
• Prepare supporting payroll documentation for management review.
• Follow up outstanding invoices via phone and email.
• Coordinate with internal admin team regarding invoicing concerns.
• Answer overflow reception calls via 3CX when Australian staff are unavailable.
• Take detailed messages and provide general administrative support.
• Assist Australian admin team with operational tasks.

Skills

Data entry

Administrative support

Excel reporting

Payroll prep

Xero basics

Uptick experience

English communication

Phone etiquette

Independent worker

Remote collaboration

Tools

Excel

Xero

Uptick

Job description

Overview

Our client is a growing Australian compliance and maintenance business specialising in bringing buildings and facilities up to Australian standards. The company manages regular testing, servicing, and compliance works across various equipment and systems, with services conducted monthly, bi-annually, and annually.

The business currently has a team of 10 field staff including electricians, plumbers, and a carpenter, supported by an Australian-based administration team. They are seeking a highly detail-oriented and analytical Remote Administrative Assistant to support internal operations, data management, payroll preparation, invoice follow-ups, and reception overflow support.

This role is ideal for someone who is process-driven, organised, comfortable working with spreadsheets and systems, and confident communicating professionally with clients.

Key Responsibilities

Uptick Administration & Data Entry

• Manage and update job information within Uptick software

• Perform accurate work-order and compliance data entry

• Maintain and organise service records and documentation

• Assist with administrative workflow management within the system

Payroll Preparation & Timesheet Tracking

• Review and reconcile timesheets in preparation for payroll

• Track employee TOIL (Time Off in Lieu) balances using Excel spreadsheets

• Ensure all staff timesheets are complete and accurate

• Prepare supporting payroll documentation for management review

Invoice Follow-Ups & Purchase Orders

• Follow up outstanding invoices via phone and email

• Contact clients to confirm purchase orders and payment progress

• Assist in maintaining accurate accounts follow-up records

• Coordinate with the internal admin team regarding invoicing concerns

Reception & Administrative Support

• Answer overflow reception calls via 3CX when Australian admin staff are unavailable

• Take detailed and accurate messages for the team

• Provide general administrative support as required

• Assist the Australian admin team with operational tasks when needed

Preferred Skills & Experience

• Strong administrative and data entry experience

• High attention to detail and analytical mindset

• Experience using Excel for tracking and reporting

• Experience with payroll preparation or timesheet reconciliation

• Exposure to Xero or basic bookkeeping processes

• Experience with job management systems (Uptick experience preferred but not essential)

• Strong verbal and written English communication skills

• Professional phone manner for client follow-ups and reception calls

• Ability to work independently and follow structured systems

Suitable Candidate Profile

• Detail-oriented and process-driven

• Strong organisational and time management skills

• Comfortable handling repetitive and structured administrative tasks

• Proactive and reliable

• Able to multitask across operations, payroll preparation, and client communication

• Team-oriented while capable of working independently in a remote environment

Notes

• Training and onboarding support will be provided

• Role is designed to reduce operational workload from management and support the Australian admin team

• Potential opportunity for long-term growth as additional VA roles are planned for the business