Virtual Assistant

Location: Cebu

Arrangement: Onsite

Shift: 7AM - 4PM PH Time, Monday to Friday

Unlock your potential! At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, Philippines, South Africa, and South America, supporting our global clients in the accounting industry.

Role Summary

This Virtual Assistant position is responsible for managing email, client communication, phone calls, workflow coordination, and administrative support. The role involves overseeing job progress, managing client information requests, document collation, and assisting with compliance processes using cloud-based platforms. The successful candidate will work alongside other offshore and onshore team members to ensure smooth day-to-day operations and exceptional client service.

Key Responsibilities

• Email and Calendar Management
• Monitor and manage shared and individual firm inboxes
• Draft, respond to, and escalate emails as appropriate
• Schedule client appointments and internal meetings using Outlook or Teams
• Track outstanding emails and ensure timely follow-up
• Phone and Communication Support
• Answer and place client and supplier calls using Microsoft Teams Phone
• Follow up on client information requests, appointment confirmations, and document reminders
• Take and relay accurate phone messages when required
• Workflow and Job Management
• Manage active jobs and monitor workflow stages using Xero Practice Manager and FYI Docs
• Ensure key milestones and deadlines are tracked and actione
• Coordinate client information requests and ensure timely responses
• Assign and monitor progress of ad hoc tasks
• Escalate any workflow delays or bottlenecks to the team leader or manager
• Document Management and Collation
• Collate finalised financial statements, tax returns, and supporting documents for client signing
• Upload and file documents in FYI Docs with correct naming and metadata
• Assist in preparing documentation for digital signing via Annature
• Confirm returned signed documents and follow through with internal filing and job status updates
• Government Portal and Compliance Support
• Access ATO Online Services for Agents to review balances, lodgement statuses, and download reports
• Assist in lodging or updating company information via NowInfinity (e.g. company address changes, Annual Statements)
• Record and file related ASIC or ATO correspondence in FYI Docs
• General Administrative Support
• Format letters, reports, and spreadsheets using Microsoft Word and Excel
• Maintain and update client records in practice management and document systems
• Assist in managing proposal workflows and engagement tracking via Ignition
• Provide additional admin support as directed by the client or team leader
  
  

Skills And Experience Required

• Minimum 2 years of experience in an administrative, executive assistant, or virtual assistant role
• Experience supporting Australian accounting or professional services firms preferred
• Strong English communication skills, both written and verbal
• Highly organised with the ability to manage multiple workflows and deadlines
• Sound judgment in escalating matters and maintaining confidentiality
• Comfortable working autonomously and in a distributed team environment
  
  

Tools and Software Used

• Xero Practice Manager (XPM)
• FYI Docs
• Microsoft Teams & Microsoft Teams Phone
• Microsoft Outlook, Word, Excel
• ATO Online Services for Agents
• NowInfinity
• Annature
• Ignition
• Class Super
• ATO SmartDocs
• HubDoc
• Fathom
• Practice Protect
• The GAP Portal
  
  

Personal Attributes

• Professional and courteous communication style
• Strong sense of responsibility and ownership of tasks
• Proactive and able to anticipate needs or issues before they arise
• Adaptable to changing priorities and client expectations
• High level of discretion and respect for confidential information
• Detail-oriented with a commitment to accuracy and consistency
• Collaborative mindset and willingness to support team members