Virtual Assistant Admin, Invoicing & Referral Coordination (NDIS & Aged Care)

At ProSource, we connect highly skilled Filipino professionals with Australian businesses. We are currently hiring on behalf of our client, a respected allied health provider in Australia, to fill a key virtual assistant role focused on admin, invoicing, and referral coordination. This is a full-time, day shift position offering long-term stability, a great work culture, and a supportive remote environment. About the Client Our client is a growing allied health practice delivering Occupational Therapy, Physiotherapy, Speech Therapy, and Psychology services. Their work is split between the NDIS (70%) and Aged Care (30%) sectors, with a strong focus on Occupational Therapy. The team currently consists of nine members, including admin support. They are now looking for a highly organised and detail-oriented Virtual Assistant to manage backend operations and streamline client communications and invoicing processes. Key Responsibilities Admin & Referral Coordination Manage incoming and outgoing emails, ensuring timely responses and follow-ups Process and track client referrals; prompt completion of referral forms and assign them to the appropriate clinician Monitor escalation reports and flag service delays or concerns Schedule appointments and manage the directors calendar Send assessment confirmations and appointment reminders to clients Provide a daily summary of referrals, quotes, and outstanding actions via WhatsApp Handle cancellations and rescheduling requests Perform light reception tasks and respond to client enquiries Invoicing & Bookkeeping Support Generate and manage invoices in Xero across two separate business entities Ensure accurate invoice submissions to prevent rejections Process remittance advice and forward records to the bookkeeper Liaise with providers for invoice clarifications and ensure clean reconciliation Follow up on outstanding invoices and payments Process contractor invoices in a timely manner Send daily summaries of invoicing activity via email Tools and Platforms Used Outlook (email communication) OneDrive (document sharing) Xero (invoicing and reconciliation) WhatsApp (internal communication) Internal referral and escalation tracking systems What Were Looking For Strong administrative experience in NDIS or Allied Health settings (NDIS invoicing experience is essential) Confident managing workflows independently and efficiently Familiarity with using Xero across multiple entities Highly reliable, detail-oriented, and responsive Excellent written and verbal communication skills Prior experience supporting Australian businesses or healthcare teams is highly regarded Why Join This Role Day shift schedule with work-life balance Great team culture and strong support from leadership Long-term opportunity with an established and growing Australian healthcare provider Work remotely from anywhere in the Philippines How to Apply Please submit your updated resume and a short cover letter outlining your relevant experience, particularly in NDIS-related admin and invoicing. Only shortlisted candidates will be contacted for interviews. We look forward to connecting with experienced professionals who are ready to grow with a values-driven healthcare team.