Systems and Administrative Support
Rathmines Group Inc.
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Benefits offered by this job
Job summary
Platinum Travel Group is seeking a resourceful Systems and Administrative Support to join our hybrid support team in Cebu. You will maintain traveler profiles, reconcile virtual credit card transactions, and assist with Level 1 finance reconciliation while supporting password resets and general administration across multiple departments.
This role reports to the Head of Technology and collaborates with Finance, aiming to grow professionally in a people-first company within a fast-paced travel
Qualifications
- Bachelor’s degree required; administrative experience a plus.
- Excellent verbal and written communication skills.
- Detail-oriented, proactive and able to troubleshoot system issues.
Responsibilities
- Reconcile virtual credit card transactions and investigate discrepancies.
- Provide Level 1 finance reconciliation support and assist with invoice processing.
- Manage traveler profiles and keep booking systems' data accurate.
- Handle password resets and user access across booking tools and internal systems.
- Follow up on hotel commissions and liaise with hotels/suppliers.
- Support general administration and maintain filing and knowledge base articles.
Skills
Education
Tools
Job description
We’re looking for a resourceful and detail-oriented Systems and Administrative Support professional to join our support team for Platinum Travel Group, an Australia-based travel management company. This is a hybrid role working across multiple departments, keeping the systems, traveler profiles and payment tools that our consultants and clients rely on accurate and running smoothly.
You will report to the Head of Technology and work closely with the Finance team, taking ownership of virtual credit card reconciliation and troubleshooting, hotel commission chasing, Level 1 finance reconciliation support, traveler profile management, password resets and general company administration. This is an ideal role for someone who thrives in a fast-paced environment, enjoys variety, and wants to grow professionally within a supportive, people-first company.
This role is part of the Rathmines Group support team for Platinum Travel Group, working alongside the Administrative Support role. While team members have different reporting lines, the team works collaboratively, sharing joint tasks such as virtual credit card reconciliation, Level 1 reconciliation and the shared Accounts Inbox, and providing cover for one another during leave and peak periods. The Head of Technology and Finance Manager both report to the General Manager, Customer Experience, who sets overall priorities across the teams and resolves any competing demands.
- Reconcile virtual credit card (VCC) transactions against bookings and supplier charges in Tramada
- Identify and follow up unmatched, unused or over-charged cards
- Report outstanding items to the Finance team
- Complete reconciliations to the agreed schedule
- Resolve first-level VCC issues raised by consultants, hotels and suppliers, including invalid email addresses and card declines caused by an incorrect amount or incorrect number of room nights
- Correct and reissue cards where required
- Escalate issues beyond Level 1 to the Head of Technology or Finance team within agreed service levels
- Log and report recurring issues
- Load new traveler profiles for new and existing clients
- Update existing profiles with changes to contact details, travel documents, loyalty programs and travel preferences
- Maintain accurate and consistent profile data across booking systems
- Handle personal information in line with privacy requirements
- Process password resets and access requests for clients and staff across booking tools and internal systems within agreed service levels
- Verify identity before making any change
- Identify outstanding hotel commissions from completed stays
- Follow up hotels and suppliers for payment and resolve commission queries
- Match commission receipts to bookings and report outstanding and recovered amounts to the Finance team on an agreed schedule
- Support the Finance team with Level 1 reconciliation tasks, including bank statements (client account), client payments and merchant receipts, supplier payments and credit card statements
- Identify and elevate discrepancies to the Finance team
- Assist with invoice processing and light bookkeeping as required
- Help manage correspondence in the shared Accounts Inbox
- Manage shared inboxes and correspondence as assigned
- Maintain digital filing and documentation systems
- Support internal reporting and help keep procedures and knowledge base articles current
- Contribute ideas and improvements to streamline workflows and enhance client service delivery
- Apply yourself diligently, impartially and responsively, to the best of your ability,
- Comply with any relevant legislative or administrative requirements,
- Comply with and identify improvements to administration systems and procedures that ensure optimal effectiveness, efficiency and responsiveness
- Ensure personal appearance and office appearance always reflect a professional image.
- Take an active interest in the marketing and promotions of the company & office.
- Treat others fairly
- Ensure open and effective communication is practised amongst the team.
- Complete daily, weekly and monthly administration tasks as per the roster in a timely and efficient manner.
- Complaint Management and Escalation Identify, record and escalation complaints to the Head of Technology or relevant department in line with company procedures
- A bachelor's degree is required; prior administrative experience is an advantage but not essential
- Excellent verbal and written communication skills
- Strong attention to detail and a proactive, "can-do" attitude
- Confidence troubleshooting system and user issues and following them through to resolution
- Proficiency in Excel and comfort working with digital tools
- Willingness to learn Tramada, online booking tools, virtual card platforms, Xero and other internal systems
- Experience with travel booking systems or virtual payment cards is an advantage but not essential
- Ability to self-manage tasks and small projects with minimal supervision across multiple teams
- Comfortable setting up and maintaining cloud-based filing and documentation systems
- Understanding of privacy and data security when handling personal information
- Eager to grow with the company and work collaboratively across departments.
- Open to improving work processes and learning new skills.
- Detail-oriented, adaptable, and able to manage tasks independently.
- Friendly, communicative, and responsive
- Teach: Making others better
- Respect: Open and respectful of others
- Ambition: Aspire to be more
- Fun: Unwind and have fun
- Common game plan: Achieve everything together
- Full-time, Monday to Friday working 7am to 4pm (Cebu time) to align closely with Australian time.
- Working hours are 7.5 hours (1.5 hrs break built into the above times)
- This is an office-based role, in Cebu (current location near Ayala in the Business Park)
- Salary negotiable based on experience
- Personal HMO Coverage plus up to two dependents
- 27 days leave per year, comprising Sick Leave and Personal/Vacation Leave, in accordance with the Company's leave policy.
- Company-organized quarterly events, such as the End of Financial Year celebration and Year-End party.
- Table tennis in our breakout room
- Annual Performance Review
- Incentive program for successful referrals
- Tenure benefits after two years of service
- Friday Lunch
- Opportunity to connect with the onshore team through overseas training and projects.
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