Admin & Production Virtual Assistant
Company Overview
BESmartAdminServices Pty Ltd (BESAS) is an Australian-based company providing highly skilled virtual assistants from the Philippines to support Australian businesses. Wespecialisein administrative, operational, and bookkeeping solutions, helping companies streamline processes, improve efficiency, and achieve their business goals.
For this role, you will be deployed to a creative Australian visual production company based in Darwin, Northern Territory. This client produces high-end video content from documentaries and commercials to corporate messaging and live broadcasts. Their work is seen nationally and internationally, supporting brands and broadcasters in telling compelling stories.
Role Overview
We areseekingahighlyorganisedAdmin & Production Virtual Assistantto support daily operations and ensure seamless project execution. This role combines administrative, operational, and light bookkeeping responsibilities, with a strong focus onproject coordination, accuracy, and client communication.
Key Responsibilities
- Prepare invoices, manage payments,maintaintimesheets, andassistwith payroll (via Xero).
- Record and track expenditures; liaise with the bookkeeper for compliance.
- Respond to client emails and calls (via 3CX) with professionalism.
- Create call sheets, manage bookings, log timesheets inWiplist, and generate POs, quotes, bills, and invoices.
- Assistwith staff scheduling, project timelines, and tender submissions.
- Organisemeetings, prepare agendas, take minutes, and circulate action items.
- Manage inventory, office supplies, and coordinate repairs or maintenance.
- Handle travel bookings (flights, accommodation, car hire) for projects.
- Ensure all project information is cross-checked and updatedinWiplist.
Tools & Platforms
- Communication & Scheduling:3CX, Gmail, Google Drive, Booking.com, Trip.com, Agoda, Qantas, Virgin Airlines
- Project & Time Management:Wiplist, Deputy, CAD, Peach
- Accounting & Payments:Xero, PayPal, Stripe
Qualifications
- Minimum 3 years experience in administration or bookkeeping (remote/home-based preferred).
- At least 1 year of experience with Australian administration practices.
- Strong project coordination or personal assistant background.
- Excellent English communication skills (written and spoken).
- Highlyorganised, detail-oriented, and able to meet strict deadlines.
- Proficient with Gmail, Google Drive, Xero, andWiplist(training provided).
- Knowledge of media production is a plus.
Home Office Requirements
- Stable internet connection (minimum 10 Mbps).
- Computer/laptop with at least 8GB ofRAM and Microsoft Office.
- A dual monitor setupis stronglypreferredfor multitasking and cross-checking.
- Adesignated workspace at home that is quiet, professional, and free from distractionsto ensure full focus during work hours.
Working Hours
- Monday to Friday, 7:00 AM 3:30 PM Philippine Standard Time.
- 30-minute unpaid lunch; short tea breaks (up to 15 minutes, max 2/day) with supervisor approval.
- UseClockifyto log tasks and time spent daily.
Compensation & Benefits
- Premium rate: 325/hour (billable work).
- Base rate: 225/hour (non-billable work, breaks, idle time).
- Estimated monthly salary (93.75% billable, 40-hour week): approx. 55,250.
- Salary paid in Philippine Pesos (Security Bank accountrequired).
- Offshore contractor status; voluntary contributions to SSS, HDMF, PhilHealth.
- Salaryincreaseafter passing 6-month probation.
How to Apply
Ifyou'reorganised, detail-oriented, and excited to support a creative production team, send your CV to[Confidential Information].
Join a company that values creativity, collaboration, and operational excellence and play a key role in delivering high-quality productions seen across Australia and beyond.
