Office and Admin VA – Rockstar Bookkeeping & Scheduling Pro Needed!

Are you a highly detail-oriented VA who loves numbers and organization? Are you confident in learning new systems and working with a small team? Then we want YOU!
Job Description
Our Administrative VA will be responsible for keeping our accounts reconciled, schedules running smoothly, and client records up to date. This role is focused on bookkeeping, reconciliation, and data accuracy, while also ensuring our calendar and client communications are always on track.
We are a small but growing counselling practice that truly values the people we work with — both our clients and our team. You’ll be joining a supportive, friendly, and collaborative environment where your work is appreciated. We provide guidance, training as required, and the flexibility to manage tasks in a way that works for both you and the business. If you are detail-oriented, reliable, and enjoy knowing your work makes a positive difference, you’ll feel right at home with us.
Detailed Responsibilities
• Send a daily report through email or slack, detailing completed and ongoing tasks.
• Reconcile payments in Xero and Halaxy (training provided), cross-check with remittance notices (workcover, CTP, NDIS), and follow up on unpaid invoices from organizations and individual clients.
• Ensure all invoices are accurate, payments are up to date, and card details are valid.
• Manage the booking system: confirm appointments, update the calendar, check for double ups in fees, ensure all client appointments are properly placed in the CRM system, check client details are filling in and flag clients running out of sessions who need more funding.
• Keep spreadsheets updated with financial and appointment data, prepare weekly revenue summaries, and update dashboards in Excel and Google Sheets.

Required Technical Skills and Experience
• Bookkeeping and account reconciliation (Xero experience required)
• Calendar and appointment management
• Phone and email skills to reply to clients who need counselling
• Reporting using Excel/Google Sheets
• Strong bookkeeping or accounting background
Soft Skills
• Extremely detail-oriented and accurate with numbers
• A fast learner with great attention to detail
• Organized and reliable, quick at communicating and open to feedback
• Proactive in spotting errors and fixing them
• Able to follow instructions carefully
• Able to problem-solve and figure out how to use Halaxy with minimal input

Basic Skills
• Microsoft Excel / Google Sheets
• Gmail and other email applications
• Able to navigate new systems
• Communications apps like WhatsApp, Slack, Email
Desired Technical Skills and Experience (Not required but a plus!)
• Knowledge of Xero
• Knowledge of Halaxy (can be learned quickly with training)
• Open to assisting owner with occasional non-business tasks such as booking holidays and life administration when needed
Work Schedule and Holidays
This is a part-time position: 6 hours per week to begin, with more work to come (the more time I get back, the more the business will grow and your role too)!
- Most tasks can be done flexibly, but some require same-day turnaround (Brisbane time).
- You’ll qualify for pro-rated 3 vacation leaves and 3 sick leaves after the 6-month probation period.
Salary
???? $5-7USD p.h, depending on experience.

Perks and Benefits
• True flexibility with days and hours
• Paid leave after probation period
• Opportunities for raises as the business grows
• Supportive and long-term working environment

Trainings Provided
• Halaxy (our practice management system)
• Our internal admin systems and workflows

Career Potential
You’ll be working directly with the owner. As our business expands, you’ll have the opportunity to increase your skills, knowledge of the industry, and expand your skills in finance and office administration.

How to Apply
When applying, put “I’m Diana’s newest bff” in the subject line.

Please include:
1. A short cover letter explaining your relevant experience
2. Your resume/CV
3. A short sample of how you would write a follow-up email to a client with an unpaid invoice
4. A video of no more than 2 minutes explaining your experience reconciling accounts.