Keep the practice running with precision. The Admin Assistant provides broad administrative and client support to the practice, with a focus on document management, ASIC and ATO compliance administration, database accuracy, and responsive client communication. The role suits someone highly organised, detail-focused, and comfortable managing a varied workload across multiple systems.

Work Setup: Hybrid during Probation (2x a week onsite)

Role Overview

The Administration Assistant provides broad administrative and client support to the practice, with a focus on document management, ASIC and ATO compliance administration, database accuracy, and responsive client communication. The role suits someone highly organised, detail-focused, and comfortable managing a varied workload across multiple systems.

Key Responsibilities

Document & Client Correspondence

• Prepare and send documents for e-signing via PandaDoc

• Monitor PandaDoc folders and file signed documents accurately and promptly

• Review and send client correspondence through ATOmate

• Prepare individual client send-out packs, including cover letters and invoices

• Respond to client documentation requests

ASIC & Compliance Administration

• Prepare and send ASIC company statements

• Prepare and send basic ASIC forms

• Send ASIC late payment penalty notices to clients

ATO & Database Administration

• Download ITA (Income Tax Account) and ICA (Integrated Client Account) transaction reports

• Maintain and update client databases, including assisting with database audits

• Assist with trust distribution resolutions and other technical projects as required

Client & Inbox Management

• Monitor shared email inboxes and respond to client enquiries in a timely, professional manner

• Support client and staff onboarding and offboarding processes

General Support

• Provide ad hoc administrative support across the team as required

• Assist with additional projects as they arise

Skills & Experience

• At least 2 years' experience in a similar administrative role within an Australian accounting firm

• Familiarity with the operations and procedures of an accounting practice

• Proficiency in Microsoft Office suite and Windows software

• Technical, digital and computer proficiency

• Working knowledge of Xero and Xero Practice Manager is preferred

• Knowledge of ASIC processes and CAS program

• Experience using ATO portal for agents

What’s in It for You

• Flexibility that Fits: Hybrid options across Makati and Pampanga, on day shifts aligned with our Australian clients.

• Workspaces that Work: Modern offices built for focus, collaboration, and real productivity.

• Coffee and Good Company: Barista coffee on demand and a café bar to unwind after work.

• Meals on Us: Complimentary meals once a week on your on-site day.

• Covered from Day One: Health coverage with free dependent coverage, so you're looked after from the start.

• Compensation You Can See: Transparent salary packages with direct client involvement.

• Room to Grow: Ongoing training and real opportunities to step into bigger roles.

• An Award-Winning Home: Join a team ranked 8th Best Workplace in the Philippines and recognised among Fortune Best Workplaces in Southeast Asia.

• People Who Have Your Back: Work alongside reliable, easy-going people who care about doing great work.

• A Global Stage: Work directly with international clients and see how teams scale worldwide.

About Us
At hammerjack, we connect skilled professionals in the Philippines with growing businesses across Australia and beyond—building teams that work as true extensions of our clients. We're proud to be named among the Fortune 100 Best Workplaces in Southeast Asia and ranked the 8th Best Workplace in the Philippines.

Our Impact
Our people aren't outsourced—they're embedded. With aligned tools, shared goals, and real accountability, they deliver at the same standard and pace as onshore teams while building long-term careers they're proud of, across accounting, tech, admin, and marketing.