Admin Assistant (AO-14136)

Job Description This is a remote position. Key Responsibilities: Review the veterinarian's Outlook diary, appointment history and practice notes to identify completed work requiring administrative processing. Transfer relevant appointment details, veterinary notes and supporting information into the practice management software accurately and consistently. Prepare and process client invoices based on completed appointments, notes and information provided by the local team. Work systematically through the historical invoicing backlog and assist in bringing outstanding practice records up to date. Maintain accurate and organised practice records so current and outstanding work can be clearly identified and tracked. Learn and correctly apply the veterinary terminology, drug names, shorthand and abbreviations commonly used within the practice. Identify missing, unclear or inconsistent information and seek clarification before processing rather than making assumptions. As capability and trust develop, progressively support broader finance administration, including: Supplier invoice entry and processing Bank account reconciliations Xero data entry and agreed finance administration Other recurring finance support activities delegated by the client Assist with other repeatable administrative tasks that can be completed remotely and progressively take ownership of agreed recurring processes. Help identify practical opportunities to improve administrative workflows, record keeping and recurring processes as familiarity with the business grows. Support a potential migration from the current server/workstation-based veterinary practice software to a cloud-based platform if the business proceeds with this project. Assist with agreed data transfer, system setup, testing and process documentation associated with any future software migration. Undertake other veterinary administration, finance support and process-improvement activities as the role and workload develop. Requirements Previous experience in administration, invoicing, data entry or a related support role, with demonstrated accuracy across detailed records. Strong written and verbal English communication skills, with a high level of comprehension and vocabulary. Experience with invoicing and finance administration; exposure to supplier invoices and bank reconciliations is highly regarded. Experience using Xero or similar finance software is desirable. Previous experience in veterinary, medical, healthcare or another terminology-heavy environment is highly regarded but not essential. High level of accuracy and attention to detail when working with client records, invoices, notes and financial information. Ability to learn unfamiliar veterinary terminology, drug names, abbreviations and client-specific processes. Strong organisational skills with the ability to work systematically through a backlog while keeping current work up to date. Self-directed and dependable, with the initiative to progress clearly defined work independently while knowing when to seek clarification. Ability to communicate clearly and professionally with an Australian-based business and build trust through consistent follow-through. Confident using Microsoft Outlook and general office productivity tools. Comfortable learning client-specific practice management software, remote-access tools and new systems as required. Able to identify missing or inconsistent information and proactively raise questions before proceeding. Previous experience supporting Australian, New Zealand or other international clients is desirable but not essential. A qualification in business administration, bookkeeping, finance administration, medical administration or a related discipline would be advantageous, but demonstrated practical experience will also be considered Benefits Here at Access Offshoring, we believe in more than finding our clients the right candidate. We believe in the human perspective. We believe in our candidates and their dreams. We believe in finding the right role for you. We are committed to working for you as much as we work for our clients. Access Offshoring is dedicated to saving business owners 2,000,000 hours by 2031 and we need your help. Transforming the way businesses operate, we connect great businesses with amazing offshore talent. We recognise that we often get more done in our own designed workspace, so Access Offshoring offers a complete work from home model. Yep – that’s right, 100% work from home. But wait there’s more. Here are just some of our benefits: Australian clients and Australian hours (giving you great experience and an early finish!) Work from Home Allowance HMO for you AND a dependent 20 Days Annual Leave and 5 Days Sick L​eave Government Statutory Benefits 13th Month Pay Computer Equipment Opportunities for growth And of course, a competitive salary