Part-time Office Support VA (Xero, Data Entry, Records) - Australian Drilling Company

PART-TIME OFFICE SUPPORT VA FOR AN AUSTRALIAN DRILLING COMPANY

Australind Water Boring & Civil (AWBC) drills water bores and installs pumps in the South West of Western Australia. We are a small team: a managing director, an office of three, and drilling crews in the field. Our Office and Systems Lead is based in the Philippines and has run our quoting and invoicing for years; you will report to him and work alongside him every day. Perth is on the same clock as Manila, so there is no night shift.

THE WORK
Twenty hours a week, four hours every weekday morning Perth time, starting Monday 16 November 2026. You will:

• Check supplier bills in Xero against our purchase orders
• Reconcile bank lines in Xero
• Enter bore records and government forms from the drillers' logs, keyed once and exactly
• Lodge dial-before-you-dig requests and check licence status for every job a week before it drills
• Raise purchase orders
• Type the two-week works programme into our job system (AroFlo)
• Run our automations from written instructions and report the same day when one fails
• Keep every bore's file complete

We measure three things: bills checked the day they arrive, records keyed with zero errors, and status checks done a week before each drill date.

WHO WE ARE LOOKING FOR

• At least three years in work where someone else checked your accuracy: bookkeeping, quality or compliance records, laboratory or technical documentation, logistics records, or similar
• Xero or another accounting system (we will train you on Xero)
• Excel or Google Sheets to the level of lookups, filters and simple formulas
• Written English clear enough to write a 100-word report of what you found
• The habit of following a written procedure exactly, and of saying so when the procedure does not work
• Own laptop, stable internet with a backup, a quiet place to work, and a fixed daily schedule
• Available to start on 16 November or within two weeks of an offer

NOT THIS ROLE
No sales, no customer calls, no social media, no bank payments. The work is accurate, repeatable office processing, and it is measured.

PAY AND TERMS
PHP 26,000 to 32,500 a month for 20 hours a week (PHP 300 to 375 an hour), set by your results in our screening test. Paid fortnightly in pesos as an independent contractor, on the same arrangement as our existing Philippines-based team member. A rate step at day 90 if every process in your scope runs without checking and with zero re-keying. The role can grow to full-time as the scope grows; that is a path, not a promise.

HOW WE HIRE
Application with a short video and a self-scorecard (below); a 30-minute online screening test; a 30-minute interview with the Office and Systems Lead; a final 15 minutes with the managing director for the last two candidates. Everyone who completes the application is told where they stand.

HOW TO APPLY - READ THIS FIRST
Applications that miss a step are not read. The first thing we test is whether you follow written instructions, because that is the job.

1. The first line of your application message must be the number of hours a week in this ad, written as a word.
2. Attach your CV as a PDF, with the months and years of each role.
3. Record a video of no more than five minutes and paste the link (unlisted YouTube, Loom or Google Drive, set so we can open it). Speak plainly in English, no script, no editing, one take is fine. Answer these four, in order:
a) Tell us about a job where somebody else checked your accuracy. What did they check, how often were you wrong, and what did you change?
b) Walk us through how you would check a supplier's bill against our purchase order. What would you compare, and what would you do if one line did not match?
c) Tell us about a time you followed a written procedure that did not work. What did you do in the next ten minutes?
d) Why does 20 hours a week, every weekday morning, suit you for the next twelve months?
4. Copy the scorecard below into your application and score yourself 0 to 3 on every line: 0 = never done, 1 = done with supervision, 2 = done alone, 3 = done alone and taught someone else. Add one line of evidence for every 2 or 3: where, when, how often. A score with no evidence counts as 0.
5. Answer the three questions under the scorecard.

Applications close Sunday 8 November 2026, 11:59 pm Philippine time.

SCORECARD (copy, then fill in Score and Evidence for each line)
1. Check supplier bills or invoices against purchase orders. Score: __ Evidence: __
2. Bank reconciliation in Xero or another accounting system (name it). Score: __ Evidence: __
3. Key technical records from handwritten or scanned source documents without error. Score: __ Evidence: __
4. Lodge forms or applications on a government portal. Score: __ Evidence: __
5. Track the status of many items against deadlines in a spreadsheet and chase the overdue ones. Score: __ Evidence: __
6. Raise purchase orders from a request. Score: __ Evidence: __
7. Run a process you did not design from a written procedure, and report when it fails. Score: __ Evidence: __
8. Write a short, clear report in English of what you did and found. Score: __ Evidence: __
9. Google Sheets or Excel: lookups, filters, simple formulas. Score: __ Evidence: __
10. Keep a fixed daily schedule working remotely for six months or more. Score: __ Evidence: __
11. Work for an Australian or other overseas employer. Score: __ Evidence: __
12. Receive corrections, keep a record of your own errors, and reduce them. Score: __ Evidence: __

THREE QUESTIONS

• Which parts of Xero have you used, and when did you last use them? If none, which accounting system, and for what?
• When did you last reconcile a bank account, for whom, and how many lines a month?
• Your internet speed (upload and download), your backup for internet and power, and the four hours you can commit to every weekday.