[Hiring] Bookkeeping, Admin, Marketing & Compliance @Virtual Colleague Philippines

Role Description

This is a remote position based in Melbourne, VIC Australia. The client is helping businesses optimize their IT investments through strategic consulting and digital transformation. We are looking for a proactive and results-driven Virtual Assistant to support our sales and marketing efforts.

This is a part-time Virtual Assistant role supporting a business owner across bookkeeping, financial administration, compliance, marketing, and general operations. The VA works independently on a recurring schedule, using a suite of cloud-based tools to keep the business running smoothly — from reconciling transactions in Xero to scheduling LinkedIn content and managing inboxes.

Paid Trial (10 Hours)

• Review Provided Materials
  • Carefully review the Admin Playbook (Notion) to understand business operations and expectations.
  • Review the company website (dxadvisory.com) to understand the business and its services.
• Watch Loom Recording
  • Watch the provided Loom recording (speed-watching is acceptable) for further context on tasks and expectations.
  • Review the accompanying notes and flag any questions.
• Submit a Short Introduction Video (1–2 minutes)
  • Record a 1–2 minute video introducing yourself and answering the following five questions:
    • Why are you interested in this position?
    • What do you know about our company?
    • What is your ideal work environment?
    • What are your strengths?
    • Where do you see yourself in five years?
• AI Usage Question
  • As part of your introduction video (or as a written response), please also answer:
    • How do you currently use AI tools in your work? Please give a specific example of a task you have used AI for, and describe how it improved your output or efficiency.

Ongoing Responsibilities

• Bookkeeping & Payroll (Xero)
  • Transaction Management
    • Perform regular reconciliations of all business transactions in Xero.
    • Raise, update, and track invoices (including invoices for clients such as YVW).
    • Create, classify, and manage bills, including repeating bills and auto-renewals.
    • Reclassify marketing, contractor, and other miscategorised expenses.
    • Maintain Fixed Asset Register and update as required.
    • Set up and manage purchases in Xero.
  • Payroll & Superannuation
    • Process and post pay runs on schedule.
    • Prepare and maintain payslip folders and payslip activity spreadsheets.
    • Reconcile and process superannuation contributions (quarterly SGC).
    • Confirm and pay superannuation payments via Xero.
  • Cash Flow & Financial Reporting
    • Prepare and maintain cash flow projections (monthly and annual).
    • Compile income and expense summaries.
    • Assist with financial projections and income forecasting.
    • Track and tally rental income and property expenses.
  • Compliance & Tax
    • Prepare and lodge BAS documentation, including workpapers and journal entry review.
    • Coordinate with external accountant via email on tax matters.
    • Manage Fringe Benefits Tax (FBT) requirements — review, preparation, exempt vehicle declarations.
    • Create and maintain playbooks for FBT, SGC, and BAS processes.
    • Monitor and follow up on ASIC renewal, insurance, and Worksafe obligations.
    • Set up BAS payment plans and process ATO bill payments.
    • Prepare remuneration certifications and compliance documentation.
• Administrative Support
  • Inbox & Communication Management
    • Daily inbox sweep, email labelling, and folder creation across Outlook and other platforms.
    • Follow up on outstanding emails, forward correspondence, and respond on behalf of the client.
    • Manage reminders and create Slack notifications from email actions.
  • Document & File Management
    • Upload and organise documents across Google Drive, OneDrive, and SharePoint.
    • Create and maintain folder structures for projects, invoices, pay advice, and insurance.
    • File BAS workpapers, payslips, superannuation documents, and ownership statements.
    • Update and maintain passwords in 1Password.
  • Task & Project Coordination
    • Maintain task dashboard (Notion) with bills, due dates, reminders, and checklists.
    • Create and update playbooks for recurring admin processes.
    • Prepare meeting agendas, take notes, and distribute summaries.
    • Pay utility, electricity, and other recurring bills on schedule.
  • Property Management Support
    • Maintain rental property transaction and expense tracking spreadsheet.
    • Compile monthly rental income and expense tallies.
    • File ownership statements and property-related documents.
    • Handle correspondence related to the property and liaise with relevant parties.
    • Organise and maintain property document folders.
• Marketing & Social Media
  • Content Creation & Scheduling
    • Develop monthly content plans and create written social media posts.
    • Design and edit marketing assets using Canva.
    • Schedule and publish posts to LinkedIn and Facebook.
    • Manage and update Notion-based content tracker and social media calendar.
    • Fill metadata for scheduled posts and maintain content library.
  • Brand & Digital Presence
    • Conduct competitor research and brand audits.
    • Develop user personas and marketing strategy documentation.
    • Write and refine bio, about page, and speaker profile copy.
    • Create and maintain accounts on Linktree, Canva, and Facebook.
    • Review and update website copy and create mockups in Canva.
  • Business Development & Speaking Engagements
    • Research and identify relevant speaking engagement opportunities and conferences.
    • Create Notion pages to track events and maintain a pipeline of opportunities.
    • Prepare cold outreach kits and speaker profiles.
    • Support lead generation activities.
  • Sales Support
    • Prepare PowerPoint presentations and supporting documents for client proposals.
    • Assist with pitch deck creation and document formatting.

Tools & Platforms

• Accounting: Xero
• File Storage: Google Drive, OneDrive, SharePoint
• Project Management & Notes: Notion
• Email: Outlook
• Password Management: 1Password
• Design: Canva
• Social Media: LinkedIn, Facebook
• Communication: Slack
• Other: 1Password, Linktree, Meta Business Suite