Job Description

About Shore360:

Shore360 is a 100% Australian-owned BP firm based in the Philippines, providing customized staffing and administrative support for international companies, handling recruitment, HR, IT, and office facilities so clients can focus on core business, offering transparent pricing, dedicated teams, and flexible setups.

About Us:

We are a trusted adviser to clients seeking Audit, Tax, and Advisory services. As one of the world's leading audit and accounting organisations, we have clients of all types and sizes, from large corporate organisations to private businesses, entrepreneurs, and individuals across an array of industry sectors.

The People & Culture team partners with the business to ensure it has the right people for our clients and the right environment for our people to achieve its strategic goals. Our objective is to enable our people to build a positive, values-driven high performance culture that attracts the right people and motivates, retains, and develops them to reach their full potential.

We offer professional development, collaborative culture, workplace flexibility, global career growth opportunities, and an industry-competitive salary package. We are committed to building your technical, advisory, leadership, and management skills, and balancing work with promoting health, wellbeing, workplace giving, and social activities.

As a firm, we embrace an inclusive culture and value the differences and unique perspectives of every individual.

About the Role:

The Administration Assistant provides administrative and operational support to the Sydney Audit & Assurance team, working closely with Partners, Directors, Managers and the Practice Support Team.

The role is focused on supporting the efficient operation of the Audit practice through the coordination of administrative processes, including expense management, invoices, billing administration, engagement documentation, CRM/PSA data maintenance, assistance with the performance of administrative tasks including cost to conflict/independence checks and other operational support activities. The Administration Assistant plays a key role in ensuring administrative tasks are completed accurately, efficiently and in accordance with our policies and procedures.

Core Duties

Key requirements of the role

• Attend recurring Sydney Admin meetings to participate and support with administrative tasks delegated including:
• Processing and monitoring expense claims in accordance with the policies and approval requirements.
• Raising, tracking and overseeing invoices and supporting related activities.
• Assisting with billing administration activities, including preparing billing information, monitoring billing workflows and supporting
• Partners and Managers with invoicing processes.
• Assisting with the preparation of engagement letters, audit proposals and other clien documentation using approved templates.
• Performing document formatting, quality checks and ensuring correct placement of Partner signatures, including coordination of electronic signature processes via Docusign where required.
• Maintaining accurate client and engagement information within CRM and PSA systems, including updates to records, contacts and engagement data.
• Supporting database management activities to ensure information is current, accurate and complete.
• Assisting with the preparation and coordination of operational and management reporting as required.
• Providing administrative support to the Sydney Audit Partners, Directors and Managers to assist with the efficient management of client engagements.
• Supporting team coordination activities, including meetings, communications and other operational requirements.

Key requirements of the role

Behavioural Competencies

• People focus
• Acts in accordance with our firm's values at all times
• Actively seeks and acts on feedback
• Manages conflict and negotiates outcomes without compromising relationships
• Communicates in a way that is appropriate for the situation and promotes trust, respect, and integrity
• Proactively cooperates with different stakeholders (Partners, EA/PA, Managers) and manages multiple priorities.
• Business excellence
• Self-initiates work and is fully responsible for allocated project tasks
• Advises on the available relevant standards, methods, resources and processes and makes appropriate choices from alternatives
• Builds appropriate and effective business relationships

Education and Experience:

• Proven experience within a similar role (ideally within Professional Services)
• Demonstrated experience building and managing relationships
• A high level of proficiency in the Microsoft Office suite

Compliance

• Accurate and timely completion of daily timesheets.
• Availability during business hours (as agreed)
• Adherence to Independence & Risk requirements and procedures in accordance with policy.
• Adherence to the Code of Conduct.

Work Set Up:

• On-Site
• Work Schedule: Monday to Friday, 7:00 am - 4:00 pm

ShoreXtra Perks

• Day 1 HMO Coverage
• Fixed Weekends Off – Enjoy a guaranteed work-life balance with Saturdays and Sundays off.
• Unlimited Barista Coffee all shift long
• Free Parking & Shuttle
• Premium Game Lounge – Relax and recharge in our dedicated on-site recreational zone
• Join our Social Passion Clubs to connect with like-minded peers and bring your whole self to work every day: Photography Club, Dance Club, Fitness Club, Book Club, Music Club
• Engaging Monthly Events – Experience a vibrant culture with regular team activities and celebrations with amazing prizes and rewards
• Bronze Referral Incentives – Get rewarded for bringing top talent to the team via our referral program.
• Statutory Benefits: Maternity, Paternity, and Solo Parent Leaves, Magna Carta for Women, OT, and Premium Pays