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Open nowFirst seen 3 days ago

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

ProSource37 open roles

Where
Remote
Work mode
Remote
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Your applicationOpen nowVirtual Assistant Admin, Invoicing & Referral Coordination (NDIS & Aged Care)ProSource · Remote

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The clock on this job

Early applications get read.

12.1% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.1%1 day
  2. 4.5%3 days
  3. 12.1%7 days
  4. 19.1%14 days
  5. 35.6%30 days
  6. 52.7%60 days
This job: first seen 3 days ago

The posting

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.

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