Shared Services Officer

Virtual Staff 365; Philippines; Remote; PHP 300,000 - 420,000; Full time

Benefits offered by this job

Permanent work-from-home setup

Dayshift (AEST hours)

Full-time job

HMO (STAFF only)

Annual leave

13-month pay

Government-mandated benefits

Job summary

Virtual Staff 365 is seeking a Shared Services Officer to deliver finance, payroll, and compliance administration across national workflows from a permanent work-from-home setup. The role supports supplier invoices, billing, and reporting while maintaining records and ensuring timely responses for Australian sites.

The ideal candidate has administration and shared services experience, strong Excel skills, and meticulous attention to detail.

Qualifications

• Experience in administration, shared services, or transactional financial support.
• Strong working knowledge of Microsoft Excel and office software.
• High accuracy in data entry and documentation.
• Excellent written and verbal communication in Australian English.

Responsibilities

• Process supplier invoices and general ledger coding following work instructions.
• Assist with accounts receivable, recurring billing, and credit requests.
• Prepare monthly operational and financial reporting packages.
• Maintain customer and supplier records and monitor shared finance inboxes.
• Raise purchase orders and escalate missing approvals or non-standard transactions.
• Enter operational data using CargoWise and related systems.
• Support payroll data preparation and roster administration tasks.
• Assist with payroll discrepancies and workforce reporting.
• Upload WHS records, inspections, and minutes into DoneSafe and maintain compliance registers.

Skills

Administration

Shared Services

Data Entry

Attention to detail

Tools

CargoWise

DoneSafe

Elmo

Evolve

SharePoint

Microsoft Excel

Job description

Shared Services Officer

Company : Virtual Staff 365 Job Type : Full Time Philippines

Job Description - Shared Services Officer

Description

Our client is a leading Australian supply chain and logistics provider offering comprehensive transport, warehousing, and third-party logistics solutions. Operating across a national footprint, they specialise in handling a diverse range of commodities alongside dry bulk and general freight. They are dedicated to delivering innovative, safe, and highly efficient supply chain services to a broad array of markets.

They are now seeking to hire a Shared Services Officer to deliver efficient finance, operational, payroll, and compliance administration support across national workflows. This role plays a key part in maintaining accurate records, supporting operational teams, and driving service excellence across Australian sites.

Job Responsibilities

Financial Administration Support

• Process supplier invoices and complete general ledger coding following approved work instructions
• Assist with accounts receivable tasks, recurring billing, and credit request preparation
• Verify invoices against supporting documentation and escalate discrepancies promptly
• Prepare monthly operational and financial reporting packages
• Maintain accurate customer and supplier records while monitoring shared finance inboxes
• Raise purchase orders and escalate missing approvals or non-standard transactions

Operational Administration Support

• Complete accurate operational data entry using CargoWise and related systems
• Process periodic billing tasks, transport administration requests, and operational reports
• Maintain operational registers, vehicle and plant records, and customer paperwork
• Assist with stocktake administration, pallet reconciliations, and document control

Payroll & Workforce Administration Support

• Process employee timesheets and support roster administration tasks
• Assist with payroll data preparation and maintain workforce records
• Collate workforce and labour reporting while escalating payroll discrepancies

WHS & Compliance Administration Support

• Upload workplace health and safety records, hazards, inspections, and meeting minutes into DoneSafe
• Maintain compliance registers for contractor management, training, and licensing
• Monitor compliance schedules, manage equipment registration records, and assist with audit preparation
• Provide professional administrative support and respond to internal queries within agreed SLA timeframes

Requirements

• Demonstrated experience in administration, shared services, or transactional financial support
• Strong working knowledge of Microsoft Office programs, particularly Microsoft Excel
• High attention to detail with proven accuracy in data entry and checking
• Excellent written and verbal communication skills in Australian English
• Strong organisation and time management skills with an ability to meet strict deadlines
• Ability to follow work instructions, procedures, and structured workflows

Nice-to-Have Skills

• Background in the supply chain, transport, or logistics sector
• Experience working with industry systems such as CargoWise, DoneSafe, Elmo, Evolve, or SharePoint
• Previous experience in Accounts Payable, invoicing, or payroll support
• Prior experience working within a fast-paced KPI and SLA-driven environment

Benefits

• Permanent work-from-home set-up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-time job
• HMO (STAFF only)
• Annual leave
• 13-month pay
• With Government mandated benefits