Admin AssistantTOA Global

ADMIN ASSISTANT
Location: Tarlac
Shift: Monday to Friday; 7:00 AM - 4:00 PM
Arrangement: Onsite
Unlock your potential! At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, Philippines, South Africa, and South America, supporting our global clients in the accounting industry.
About this role...
Processing referrals
confirm all details on intake form are correct and follow the email threads for any additional information. Pick out all the important/appropriate information in the email threads and add it to the intake form.
Important information: available funding, NDIS goals, medical documents, previous reports.
transfer intake form onto service agreements.
add referrals onto the referral register.
add clients onto galaxy and upload any available documents.
confirmation of clinician availability before scheduling.
schedule appointments based on travel routes. Variables such as available time with clinician and client, travel routes.
While scheduling appointments with clients, complete home risk assessment, emergency release form and service agreement. Please note may need to contact the nominee, manager, SC, etc. to assist with completing the above.
email referrer the details of appointment.
email clinician details of appointment, medical reports, and previous reports.
update referrals register with appointment details and move it into "in progress tab".
add appointment into galaxy.
Once a service agreement is signed, add it into the client folder on OneDrive.
Billing
create invoices for outgoing therapies.
create invoices for OT reports.
submit invoices to only plan managers and self-managed, NDIA managed will be managed by the onshore admin team.
follow up on outstanding invoices.
Review Reports
double check for errors on all clinician reports.
Cold Calls
Email Blasts
Supporting Onshore Admins, Clinicians and Team
Customer Engagement
About you...
Excellent written and verbal communication skills.
Easy going and positive personality.
Demonstrated proficiency in administrative tasks such as processing referrals, scheduling appointments, billing, and managing client documentation. Previous experience in an administrative role or similar capacity is preferred.
Strong attention to detail
Proven organizational skills are necessary for managing multiple tasks simultaneously, maintaining accurate records, and prioritizing tasks according to deadlines. Experience with organizing files, scheduling appointments, and managing documentation systems is beneficial.
A customer service-oriented mindset is essential for engaging with clients, responding to inquiries, and providing support as needed.
Strong problem-solving abilities are valuable for resolving billing issues, addressing scheduling conflicts, and managing unexpected challenges that may arise in day-to-day operations.
The ability to adapt to changing priorities, work independently with minimal supervision, and handle varying tasks as required is important for success in this role.
What's in it for you?
Market competitive salary
Health Insurance, and Life Insurance coverage
21 annual paid leaves
Annual increase (Annual Performance Review)
Tenure Recognition Program
Access to certifications and courses from Ab2 Institute of Accounting
20+ options of free coffee and chocolate drinks
Billiards, table tennis, or foosball in our breakout room
Work-life balance and logging off on time for you to enjoy more personal time.
A genuinely diverse, caring, supportive and high achieving team environment.
Ongoing training, development and career progression opportunities
Free & conveniently located onsite parking.
We live by our VALUES to cultivate and foster growth and innovation.
BE AWESOME: Exceptional individuals create collective genius. We celebrate success, reward outstanding performance, and make work fun by fostering a supportive and inspiring environment.
KEEP IT REAL: We value honesty, accountability, and open communication. We own our actions, prioritize compassion, empathy, and understanding, and foster meaningful conversations.
BRING THE WOW: We strive for excellence in everything we do. Going the extra mile is our standard, as we are committed to delivering outstanding results.
DREAM BIG: We embrace a culture of continuous learning, exploration, and improvement. With ambitious goals, we constantly seek knowledge and self-improvement.
Visit us at: https://careers.toaglobal.com/
Join TOA Global and experience the difference!
We passionately embrace diversity and inclusion in all aspects of our organization. We believe by fostering an environment that values and celebrates individuals from diverse backgrounds, we unlock innovation, drive creativity, and amplify our ability to serve our customers and communities with excellence.