[Hiring] Australian NDIS administration VA @Virtual Colleague Philippines

Role Description

This is a remote position based in Brisbane, Queensland, Australia.

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

Scope of work

• End-to-end NDIS administration process, including:
• Preparing Service Agreements and Schedules of Supports using 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.
• Ensuring remittance advice is received and matched correctly.
• Identifying any rejected invoices, discrepancies, or missing information that need attention.
• Returning completed records and Xero-ready bulk-upload information for accounting updates.

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.
• Experience working with plan managers and understanding NDIS invoicing, Service Agreements, Schedules of Supports, support items/rates, payment follow-up, and remittances.
• Excellent written English.
• Attention to detail.
• Confidentiality and reliability.
• Judgment to recognize when something needs to be escalated rather than making assumptions.

Requirements

• Comfortable with Excel/spreadsheets, Word/document templates, email, and structured administrative workflows.
• Xero experience would be useful, particularly understanding invoice and reconciliation processes.
• Preference for providing information needed and receiving Xero-ready bulk-upload data back rather than giving broad access to the accounting system.

Schedule

• Flexible schedule preferred.
• Most routine administration is automated, so work is likely to be batched as required.
• Volume may increase as the NDIS participant base grows.
• Potential for additional structured tasks, such as preparing and scheduling approved content through an external scheduling platform, as needed.

Start date

We can start fairly soon once the right person is found. It isn’t an emergency; we prefer someone with genuine Australian NDIS administration experience rather than rushing to fill the role.