Australian NDIS administration VA

Zohorecruit; Polska; Hybrid; PLN 123,000 - 204,000; Full time

Job summary

Zohorecruit is seeking a VA with direct Australian NDIS administration experience to manage end-to-end processes, invoicing to plan managers, and reconciliation tasks.

The role emphasizes accuracy, confidentiality, and escalation when needed, with flexible scheduling and remote work options. Prior knowledge of NDIS invoicing, Service Agreements, and schedules of supports is preferred.

Qualifications

• Direct Australian NDIS provider administration experience with plan managers.
• Understanding of invoicing, Service Agreements, Schedules of Supports, rates, and remittances.
• Excellent written English, attention to detail, confidentiality and reliability.
• Judgment to escalate issues rather than assume.

Responsibilities

• End-to-end NDIS administration process as outlined.
• Prepare Service Agreements and Schedules of Supports using templates.
• Check current NDIS support items and rates.
• Prepare and send invoices to plan managers.
• Monitor outstanding invoices and follow up payments.
• Ensure remittance advice is received and matched.
• Identify rejected invoices or discrepancies needing attention.
• Return Xero-ready bulk-upload information for accounting updates.
• Work with Excel/spreadsheets, templates, email and workflows.

Skills

Australian NDIS administration

Attention to detail

Written English

Reliability

Confidentiality

Tools

Excel

Word

Xero

Job description

Looking for someone experienced in Australian NDIS administration who could take care of that side of the business for us.

Scope of work

The main role is the end-to-end NDIS administration process I outlined including:

preparing Service Agreements and Schedules of Supports using our existing templates;

checking the appropriate current NDIS support items and rates;

preparing and sending invoices directly to plan managers;

monitoring outstanding invoices and following up payment;

making sure remittance advice is received and matched correctly;

identifying any rejected invoices, discrepancies or missing information that need our attention; and

returning the completed records and Xero-ready bulk-upload information to us so we can update our accounting and internal systems.

We already have the templates, workflows and bulk-upload spreadsheets prepared. Ideally, the VA would handle as much of this administrative cycle as possible without needing broad access to our systems.

Qualifications

Direct Australian NDIS provider administration experience is the main thing I’m looking for, particularly someone who has worked with plan managers and understands NDIS invoicing, Service Agreements, Schedules of Supports, support items/rates, payment follow-up and remittances.

They would also need excellent written English, attention to detail, confidentiality, reliability and enough judgement to recognise when something needs to be escalated rather than making assumptions.

Tools

They should be comfortable with Excel/spreadsheets, Word/document templates, email and structured administrative workflows.

Xero experience would be useful, particularly understanding invoice and reconciliation processes, although our preference is to provide the information they need and receive Xero-ready bulk-upload data back rather than giving broad access to our accounting system.

Schedule

Flexible would be ideal. We automate most routine administration, so the work is more likely to be batched as required rather than needing someone for fixed hours every day or 10 hours every week.

As our NDIS participant base grows, the volume could obviously increase.

If we eventually needed to make up additional hours, there are other structured tasks we could potentially add, such as preparing and scheduling approved content through an external scheduling platform, but the NDIS administration is the immediate priority.

We can start fairly soon once you find the right person. It isn’t an emergency, though — I’d much rather have someone with genuine Australian NDIS administration experience than rush to fill the role