Virtual Assistant - Allied Health Admin & Invoicing (NDIS/Aged Care)

About Us:

We believe every Australian business should have access to world-class remote staffing solutions without the traditional barriers of geography or excessive costs. Our mission is to bridge the gap between ambitious companies and exceptional remote professionals through offshore staffing and virtual assistant services.

Earn ₱400/hour working remotely as a Virtual Assistant, supporting a growing Australian allied health provider. We're seeking a detail-oriented professional with strong NDIS/Aged Care admin and invoicing experience to streamline our backend operations.

About The Role:

Our client, a dynamic allied health provider specializing in Occupational Therapy, Physiotherapy, Speech Therapy, and Psychology, is looking for an experienced Virtual Assistant. This role is crucial for managing backend administrative tasks, optimizing communication, and handling invoicing across their NDIS (70%) and Aged Care (30%) services. If you thrive in a proactive, remote environment and understand the intricacies of allied health administration, this is your opportunity to make a significant impact.

Your Responsibilities Will Include:

Admin & Referral Management:

* Manage inbound and outbound emails, ensuring timely responses and follow-ups.

* Process and track referral information, prompting clients to complete forms and routing them to the correct clinician or team.

* Monitor and manage escalation reports, flagging service delays or concerns promptly.

* Schedule appointments and manage the director’s calendar, including creating invites.

* Send assessment confirmations and reminders to clients.

* Provide daily summaries of leads/referral allocations, quotes received, and outstanding action items via WhatsApp.

* Handle therapist and client cancellations and rescheduling requests.

* Perform light reception duties, managing general queries and client coordination.

Invoicing & Bookkeeping Support:

* Create and manage invoices in Xero across two separate entities.

* Ensure invoices are submitted correctly to avoid rejections and delays.

* Match and process remittance advice, sending records to the bookkeeper.

* Liaise with providers to clarify invoice details and ensure clean reconciliation.

* Follow up on outstanding invoices and payments diligently.

* Process contractors’ invoices as they come through.

* Provide a daily summary of invoices processed via email.

Tools You'll Use:

* Outlook for email communication

* OneDrive for document sharing and collaboration

* Xero for invoicing and reconciliation

* WhatsApp for internal team communications

* Internal escalation and referral tracking tools

What We're Looking For:

* Strong experience supporting NDIS or allied health teams is essential, with specific NDIS invoicing knowledge being critical.

* Proven ability to manage administrative workflows efficiently with minimal oversight.

* Comfortable working across multiple entities within Xero.

* Highly reliable, exceptionally detail-oriented, and highly responsive.

* Excellent written and verbal communication skills with a proactive, problem-solving attitude.

* Previous experience working with Australian clients or teams is highly preferred.

* A dedicated home office setup with a stable internet connection.

What We Offer:

* Competitive hourly rate of ₱400/hour.

* The opportunity to work remotely and flexibly.

* Be an integral part of a growing Australian allied health provider.

* A supportive team environment where your contributions are valued.

Application Instructions:

If you're a self-starter with a passion for administrative excellence and specific experience in NDIS/Aged Care invoicing, we encourage you to apply! Please submit your resume and a brief cover letter outlining your relevant experience.

Pay: Php400.00 per hour

Application Question(s):

• Do you have direct experience managing invoicing specifically within the NDIS (National Disability Insurance Scheme) or Aged Care sectors, including understanding relevant claim and payment processing procedures?
• Are you proficient in using Xero for invoicing and reconciliation, particularly across multiple business entities? Please briefly describe your experience.
• Do you have a reliable home office setup, including a stable internet connection (minimum 25 Mbps download/5 Mbps upload recommended) and a quiet, professional workspace suitable for remote work?

Work Location: Remote