Bookkeeping and Operations Virtual Assistant

Company: Creen Business Management Services

Engagement Type: Full-Time Independent Contractor

Work Arrangement: Remote | Philippines-based

Client Assignment: Australian Plumbing Business

Creen Business Management Services is looking for a highly organised, detail-oriented, and proactive Bookkeeping & Operations Virtual Assistant to join our network of independent contractors.

You will be engaged by Creen and assigned to provide dedicated administrative, bookkeeping, and operational support to an Australian commercial plumbing business.

This is an opportunity for someone who enjoys working with numbers, managing administrative workflows, keeping business records organised, and finding better ways to get things done.

We are looking for more than someone who simply follows instructions. We want a contractor who takes ownership, anticipates what needs attention, identifies inefficiencies, and proactively recommends improvements.

1. Bookkeeping & Financial Administration

– Manage day-to-day bookkeeping administration using Xero.

– Assist with bank and account reconciliations.

– Monitor accounts payable and upcoming payment deadlines.

– Maintain accurate records of transactions and financial documents.

– Prepare weekly accounts payable reports.

– Track project retentions and outstanding payments.

– Identify and escalate discrepancies or unusual transactions.

2. Payroll Preparation

– Gather, check, and organise weekly payroll information.

– Assist with timesheet verification and wage calculations.

– Prepare payroll information and supporting documentation for review and approval.

– Ensure payroll records are complete and ready within the agreed deadlines.

– Maintain availability on Tuesdays, the client’s key payroll processing day.

3. BAS Documentation Support

– Collect and organise financial records and supporting documents required for Business Activity Statement (BAS) preparation.

– Ensure relevant invoices, receipts, and transaction records are properly filed.

– Coordinate the preparation and submission of supporting documents to the client’s authorised accountant or bookkeeper.

4. Operational & Asset Administration

– Maintain business licences, registrations, and renewal records.

– Update and improve the vehicle, plant, and equipment register.

– Monitor important renewal dates and compliance-related documentation.

– Maintain organised digital filing systems.

– Assist with document amendments and record updates.

5. Systems & Process Management

– Use ClickUp to organise tasks, recurring activities, deadlines, and priorities.

– Work with Slack for internal communication and coordination.

– Maintain visibility of outstanding tasks and follow-ups.

– Document administrative workflows and assist in developing SOPs.

– Identify opportunities to improve processes, reduce manual work, and increase efficiency.

6. Project Administration

– Provide administrative support for ongoing commercial plumbing projects.

– Maintain project-related documents and records.

– Track relevant administrative requirements and deadlines.

– Assist with project documentation and internal coordination.

7. General Administrative Support

– Handle other reasonable day-to-day administrative tasks as assigned by the client.

– Assist with document preparation, data entry, spreadsheets, filing, and record management.

– Provide additional operational and administrative support as business requirements evolve.

– Ensure assigned tasks are properly prioritised alongside the role’s core responsibilities.

– Previous experience in bookkeeping, accounting administration, or a similar administrative role.

– Hands-on experience with Xero or similar platform

– Understanding of accounts payable and account reconciliations.

– Experience assisting with payroll preparation.

– Strong numerical and analytical skills.

– Excellent attention to detail and accuracy.

– Proficiency in Microsoft Excel or Google Sheets.

– Strong written and verbal English communication skills.

– Ability to work independently, manage deadlines, and organise multiple priorities.

– High level of professionalism, confidentiality, and accountability.

– Experience supporting Australian businesses.

– Familiarity with Australian bookkeeping and BAS documentation requirements.

– Experience with Payapps, Earlytrade, and Groundplan

– Familiarity with ClickUp and Slack.

– Previous experience supporting construction, plumbing, or trade businesses.

– Basic website administration or social media management skills.

We are looking for someone who:

– Takes ownership of responsibilities and follows through without constant supervision.

– Is proactive and can identify what needs attention before being asked.

– Enjoys creating structure, improving systems, and organising information.

– Is comfortable working with financial records and numbers.

– Communicates clearly and raises potential issues early.

– Can manage recurring deadlines while adapting to changing business priorities.

– Takes pride in delivering accurate, reliable, and high-quality work.

– Engagement: Full-time independent contractor arrangement through Creen Business Management Services.

– Location: Remote, Philippines-based.

– Client Assignment: Dedicated support for an Australian commercial plumbing business.

– Working Hours: At least 4 hours overlap with Queensland Australia business hours (9am-5pm). The remaining 4 hours can be flexible.

– Availability: Must be available on Tuesdays for weekly payroll preparation.

– Systems: Xero, Payapps, Earlytrade, Groundplan, ClickUp, and Slack.

Specific working hours, deliverables, and engagement terms will be discussed during the selection process.

At Creen Business Management Services, we connect skilled Filipino professionals with international businesses that value quality, accountability, and operational excellence.

– Work closely with an Australian business.

– Gain international business and bookkeeping experience.

– Develop your skills in modern business systems and workflows.

– Contribute ideas and improvements that create meaningful business impact.

– Be part of a professional network focused on delivering excellent client support.

If you believe you are the right fit, we would love to hear from you.

Please submit your updated CV  and include the following information in your application:

1. Your experience using Xero.

2. Your experience with bookkeeping, reconciliations, and accounts payable.

3. Your experience assisting with payroll preparation.

4. Any experience supporting Australian businesses.

5. The systems and software you have previously used.

6. Your availability for a full-time independent contractor engagement.

Join Creen Business Management Services and help businesses operate better through exceptional offshore talent and support.