We are seeking a highly organised, proactive and detail-oriented to own and manage the full invoicing cycle via Xero, including payment tracking and reconciliation across two business entities. Candidate must be confident producing structured financial reports without close supervision, managing multiple administrative workstreams independently in a remote setting, and identifying process gaps before they escalate.
Hiring Status
URGENT HIRING
Work Arrangement
Remote, Full-Time
experience level
Senior
Overview
You will be working with a remote-first creative and communications agency working across marketing, accessibility, and social impact. As the organisation scales its delivery across two distinct operating entities the need for rigorous operational infrastructure has become a strategic priority.
Reporting to the Chief of Staff, the Business Administration Coordinator is responsible for the accuracy, compliance, and smooth running of the company's financial administration and operational systems. You will own core processes across invoicing, expense management, financial reporting, and records management — ensuring that the business operates with clarity and confidence behind the scenes.
You will be expected to take ownership of your workstreams, identify gaps before they become problems, and maintain standards that allow project leads and senior stakeholders to focus on delivery and client relationships. The role suits someone who is structured by nature, comfortable working independently in a remote environment, and takes quiet satisfaction in systems that work well.
Financial Administration
Own the end-to-end invoicing process: generate, issue, and track client invoices accurately and on schedule using Xero across two business entities
Maintain a live, accurate record of incoming payments, outstanding balances, and financial activity across two business entities
Upload, code, and reconcile expenses and remittances via DEXT on a regular cycle, ensuring records are complete and audit-ready at all times
Prepare clear, accurate monthly financial and client usage reports in Excel or Google Sheets, drawing on data from multiple sources and delivering to agreed timelines
Flag payment delays, discrepancies, or anomalies to the Chief of Staff promptly and with complete and appropriate context
Operational Administration
Maintain up-to-date, structured records across Salesforce, ensuring data integrity and usability for the wider team
Keep project boards and task lists current in Asana, supporting project leads with visibility across active workstreams
Support onboarding processes and contract tracking, ensuring documentation is completed, filed, and accessible
Monitor shared inboxes and respond to administrative queries within agreed response windows
Contribute to the continuous improvement of internal processes, flagging inefficiencies and proposing practical solutions
Cross-Functional Collaboration
Work closely with the Chief of Staff on operational priorities, reporting cadence, and process development
Liaise with project leads across to ensure administrative requirements are met without disrupting delivery
Escalate issues that require senior decision-making in a timely and well-framed manner
This role is for one of our existing clients, and the successful candidate will work directly with the client’s team while collaborating with our agency to ensure smooth operations, adherence to standards, and proper documentation. The role involves acting as a primary point of contact for day-to-day responsibilities and requires a proactive, detail-oriented professional capable of managing multiple priorities independently.
Must have Bachelor’s degree in Accounting, Finance, Business Administration, or related field
3+ years focused in bookkeeping, financial administration, accounting support, or related fields
Nice-to-Have bookkeeping or accounting certificate (e.g., Xero Advisor, Payroll Certification)
Proficient in Xero (invoicing, tracking payments, reconciliations)
Experience in DEXT or similar expense management tools
Strong knowledge of Excel/Google Sheets for reporting, pivot tables, formulas
Strong knowledge of CRM or project management tools (ClickUp, Salesforce, Asana, Slack, and Google Workspace)
Strong knowledge of Microsoft Office stack (Excel, Powerpoint, Word, etc.)
Generate and track client invoices accurately and on time
Ability to manage multiple administrative workstreams simultaneously in a remote-first environment
Experience working with remote work or international clients
Strong organisational skills with the ability to prioritize tasks effectively in a dynamic environment.
Strong process discipline and an instinct for identifying and resolving gaps before they escalate
Clear, professional written communication suited to both internal coordination and client-facing correspondence
Strong communication skills with professional video call and phone etiquette and strong interpersonal abilities.
Excellent typing skills with attention to detail for data entry and documentation tasks.
Organised, proactive, and self-motivated.
Ability to work independently while being a team player who contributes positively to office culture.
Preferred Industry Experience
Creative agencies, Professional services, or communications firms
Remote-first or distributed team environments
Organisations operating across multiple service lines or entities simultaneously
Work Setup Requirements
Reliable internet and quiet workspace.
Available for ad-hoc video call meetings
Based in the Philippines and able to work during agreed time zones
Schedule: Monday to Friday
Shift: Monday - Friday 9 AM to 5PM UK time.
Type: Full-time, Independent Contractor, remote (this must be your only job). No other employment or freelance projects.
Fully remote, work from anywhere
Monthly payout
21 general leaves
Mental Health Wellness Support
Access to UDEMY and other learning subscriptions
Creative and collaborative work culture
Exposure to high-impact roles within a growing marketing team
Work with purpose-driven organisations
Send your application to our form here. Our HR Partner will review submissions through our application form.
