Finance and Administration Assistant

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ATTENTION - ALL APPLICATIONS MUST GO THROUGH THIS LINK: ----------

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ATTENTION - ALL APPLICATIONS MUST GO THROUGH THIS LINK: ----------

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Location: Remote, Philippines
Engagement Type: Temporary Reliever – Independent Contractor
Engagement Period: 22 December 2026
Reports to: Finance and Administration Manager
Equipment: Personal laptop and internet connection provided by the Independent Contractor.

About Ethnolink
Ethnolink is Australia’s largest multicultural communications agency. We work with government and not-for-profit clients to design inclusive, culturally relevant campaigns and projects that reach and resonate with diverse communities across Australia.

Our services span research and insights, communications strategy, creative development, community engagement, media, and translation—delivering end-to-end solutions that build trust and drive action.

Position Summary
The Finance and Administration Assistant will provide temporary bookkeeping, financial processing, and administrative support to Ethnolink Pty Ltd during the agreed reliever engagement period, with the primary objective of maintaining continuity in day-to-day finance and administrative operations.
Working in coordination with the Finance and Administration Manager, the Contractor will assist with routine financial transactions, bank and credit card reconciliations, vendor documentation, accounts administration, and general operational support.

The engagement is intended to provide temporary coverage for essential finance and administrative activities through 22 December 2026, or an earlier date as agreed or determined in accordance with the Independent Contractor Agreement.

Key Responsibilities
1. Core Bookkeeping & Financial Support

• Perform regular bank and credit card reconciliations in Xero, ensuring payments and receipts are correctly matched, categorized, and recorded.
• Create and enter vendor bills, process payments that have been duly approved, match supporting vouchers, and assist with routine accounts receivable follow-ups.
• Follow up on missing receipts, invoices, and financial documentation with relevant internal team members and external vendors.
• Maintain accurate Xero contacts, account categories, and financial records to support data consistency across finance systems.
• Identify discrepancies or incomplete financial records and promptly raise them with the Finance and Administration Manager for review or resolution.
• Contact clients by phone to verify our banking details when required.
• Conduct payment follow-ups with clients by phone to confirm the status of outstanding invoices.

2. General Administration & Operational Support

• Support vendor and translator onboarding by collecting completed vendor forms, verifying payment details, and checking the completeness of onboarding documentation.
• Assist with basic online research, document preparation, data entry, and other agreed administrative tasks that support business operations.
• Maintain organized electronic records and ensure relevant documents are accessible to authorized personnel.

3. Process Adherence, Documentation, and Confidentiality

• Follow established finance and administrative procedures, approval workflows, and internal controls when performing the agreed services.
• Maintain and update standard operating procedures (SOPs), process notes, and other relevant documentation where required.
• Handle confidential financial, personal, vendor, and business information with appropriate care and discretion.
• Use company-approved systems and access credentials only for authorized purposes and comply with applicable information security and data protection requirements.
• Promptly report identified errors, discrepancies, access issues, or potential information security i ---------- to the appropriate company representative.

4. Coordination and Process Improvement

• Coordinate with the Finance and Administration Manager regarding priorities, outstanding transactions, documentation requirements, and deliverables.
• Identify recurring administrative or bookkeeping issues and suggest practical improvements to reduce manual work, errors, and rework.
• Assist with testing or documenting approved finance tools, software integrations, and automation processes when these fall within the agreed scope of services.
• Provide clear updates on completed tasks, outstanding items, unresolved discrepancies, and matters requiring management approval.
• Support the orderly handover of financial records, pending transactions, and administrative documentation at the conclusion of the reliever engagement.

Measurables

• Achieve 100% accuracy and timely entry in daily bank reconciliations, bill processing, and expense categorization in Xero.
• Complete vendor and translator onboarding documentation on time with zero missing compliance files.
• Maintain accounts payable/receivable filing and missing document follow-ups within agreed response times.
• Respond to internal administrative requests promptly and maintain positive cross-team collaboration.

Desired Skills & Qualifications

• 2–3+ years of experience in an Administrative Assistant, Junior Bookkeeper, or Accounts Assistant role.
• Hands-on proficiency with Xero accounting software and Australian bookkeeping practices.
• Exceptional attention to detail, analytical skill, and accurate data entry capability.
• High proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office.
• Strong organizational and time management skills, with the ability to manage routine deadlines independently.
• Excellent interpersonal and communication skills, with a proven ability to collaborate effectively across remote and international teams.
• Alignment with Ethnolink’s core values.