Operations and Finance Administrator

Unleash Your Talents with Us!

Hi there, our future Operations and Finance Administrator! Happy to see YOU here.

Here at Integrated OS, you'll be part of a team of passionate individuals who are committed to delivering exceptional offshoring services. Bringing in an array of skills and talents from different areas of business, from Finance, Human Resources, Information Technology, Customer Service, and Marketing to Sales and Operations.

From humble beginnings, we have built our company from our first team member onwards. Initially, we were lending support to an Australian print manufacturer - The Lamson Group.

Since then, we have continued to uphold our core values and culture and developed a deeper understanding of how people need help to succeed in their goals. And YOU might be a part of this amazing growth as our team keeps growing above all expectations!

What you'll do:

As an Operations and Finance Administrator, you will be responsible for managing financial administration, procurement coordination, reporting, document control, and day-to-day operational support.

You will bring strong full-function accounting capability, advanced proficiency in Xero, and experience in BAS preparation, alongside a structured approach to reporting and compliance. This role requires high-level written and verbal English communication and the ability to operate effectively in a fast-paced, detail-driven environment.

This is a commercially accountable role, operating under strict financial governance and reporting frameworks, where accuracy, discipline, and ownership are critical.

Key responsibilities for this role includes:

1. Full-Function Accounting & Finance

Accounts Payable

• End-to-end supplier invoice processing
• Supplier reconciliations
• Preparation of payment schedules (subject to management approval)
• Cost allocation to projects

Accounts Receivable

• Raising invoices
• Monitoring aged receivables
• Debtor follow-up
• Payment allocation and reconciliation

Xero Management

• Daily/weekly bank reconciliations
• Expense coding and chart of accounts maintenance
• Maintaining audit-ready financial records
• Generating financial reports

BAS & GST

• Preparation of monthly BAS working papers
• GST reconciliations
• Supporting documentation for Australian accountant review
• Ensuring compliance deadlines are met

2. Reporting & Financial Analysis

Preparation of structured reports:

Daily

• Cash position summary
• Receivables status
• Payables due report

Weekly

• Aged debtors and creditors
• Project margin tracking
• Procurement tracking
• Variance alerts

Monthly

• Draft Profit & Loss
• Cash flow forecast
• Budget vs actual analysis
• BAS summary documentation
• Management commentary

All reporting must be written, structured, and management-ready.

3. Operations & Site Liaison

• Liaising with site operations teams
• Coordinating material ordering
• Ensuring purchase orders align with budgets
• Supporting cost control processes

4. Quoting & Commercial Support

• Preparing accurate client quotes
• Supporting pricing and margin analysis
• Monitoring project profitability

5. Document Control

• Maintaining structured document control systems
• Version control of financial and operational documents
• Secure digital filing systems
• Compliance documentation management

6. Administration & Communication

• Professional communication with management, suppliers, and site teams
• Taking and distributing messages
• Preparing formal correspondence
• Taking meeting minutes
• Supporting training coordination

Strong professional English writing and verbal communication skills are mandatory.

7. Remote / Offshore Operating Requirements

• Work aligned to Australian business hours
• Secure and private working environment
• Reliable high-speed internet
• Use only authorised systems
• Two-factor authentication mandatory
• Strict confidentiality compliance
• No final bank authorisation authority

All financial transactions remain subject to management approval.

8. General Responsibilities

• Undertake other duties as reasonably directed by management
• Provide flexible support across financial and operational functions
• Contribute to continuous improvement and business growth

Successful candidates must have:

• Diploma in Accounting, Finance, Bookkeeping, or related discipline
• Minimum 5 years' full-function accounting experience (AP & AR)
• Minimum 2–3 years' experience supporting Australian businesses
• Proven Xero experience (intermediate to advanced level)
• Demonstrated BAS and GST working paper preparation experience
• CPA (Philippines) qualification or candidate status
• Xero Certification
• Australian GST/BAS training
• Experience in construction or trade-based industry
• Experience working in remote accounting roles
• Formal degree qualifications are preferred but not mandatory. Demonstrated experience and capability are essential.
• Strong financial reporting capability
• Advanced Microsoft Excel skills
• Minimum typing speed: 70 WPM
• Strong written and verbal English skills

Work Arrangements:

• Schedule: 6:00 AM - 3:00 PM PHT
• Work Setup: Wok on-site
• Office Location: Parkway Corporate Center, Alabang, Muntinlupa City

What's in it for YOU?
At Integrated OS, we create career opportunities where you can thrive, grow, and make an impact.

• Competitive Salary & Benefits: Be rewarded for your expertise and dedication.
• Career Growth & Development: Work alongside international clients and gain valuable experience.
• Work-Life Balance: Our innovative activities, open communication channels, and commitment to inclusivity make every day exciting and rewarding!
• Collaborative & Supportive Environment: Be part of a passionate team that values innovation and teamwork.

Your seat awaits! Be part of our thriving team and CLICK APPLY!