bookkeeper and Administrative Assistant (quickbooks experience) - eastwoodOutsourced Quality Assured Services Inc. (ISO Certified)

The PA will maintain primary responsibility for a portfolio of clients for whom we manage immigration / work permit responsibility. The PA will manage all aspects of the process for each client. Where the PA is proactive, responsive, & resourceful, at every interaction, the PA will consistently exceed client service expectations. The PA's core responsibilities are as follows:
Standard work permit processing (renewals & initials) with specific focus on restricted class submissions
Ensuring compliance with Work Permit Policy 2015
Adherence to corporate processing protocol and delivery standards
Working with candidates and employers to ensure compliance
Design & Placement of relevant job ads & Job Board Postings
Screening, Interviewing and Selection of job applicants
Submission of "No Thank you Letters" to unsuccessful candidates
Construction of employee contracts, certification filings and any other such as required by law or policy
Complete new employee onboarding which may include POEA and other visa agency processing, management of travel and accommodations; bank and utility account establishment once on island
Maintenance of the roster / schedule of open and pending submissions
Manage the electronic and paper filing system of the Office to ensure compliance with best practice
Will serve as Supervisor of the CSA and direct the daily activities of the CSA to achieve daily business objectives where the CSO is responsible for training and performance management.
Naturalisation and status applications / collation
Visa processing
The administration of CAD, UK and BMD passport applications
Full administrative and operational support to the Catalyst book of business at large
Management of calendars, memberships, event planning and itinerary management
Prepare QB client invoices as required
NEW BUSINESS ADMINISTRATION / PROSPECT RESPONSES / CLIENT RELATIONSHIP MANAGEMENT
Prep of contracts / agreements / Sitter & Nanny profiles
Addition of all new employee and clients to contact lists / management of distribution lists
Client / booking responses / concierge liaison
TIME KEEPING / PAYROLL ADMINISTRATION
Daily record keeping for payroll purposes
Payroll is to be processed generally by Tuesday with stubs delivered electronically to staff on Wednesdays / payment same day.
INVOICES / REVENUE COLLECTION - CARE
Invoice preparation for all TCG clients using Quick Books
Note: All contract invoices to be preapproved prior to client distribution.
WORK PERMIT ADMINISTRATION / NURSING COUNCIL / BHC REGISTRATION
Maintain work permit schedule for work permit holders and prompt / manage the administration (with Lani)
Ensure compliant files
FILING & GENERAL ADMINISTRATION
Maintenance of sitter files, sitter information, First Aid expirations, re-certification requirements
Maintenance of the operations manual and password maintenance as appropriate
Uniform ordering / management for Care providers
G E N E R A L
Manage employee records / registrations ie. Social Insurance & Health Insurance, private pension
Manage any other sensitive / personal matters as assigned by the Director
Qualifications
Exceptional English fluency - written and spoken
Exceptional SuperUser of Microsoft suite ie. Excel, word, QuickBooks, PowerPoint
M I N I M U M Q U A L I F I C A T I O N S & E X P E R I E N C E
Ideally at least 5 years of progressive experience in a recruitment role (preferably in the trades) with solid immigration processing experience with responsibility for a book of business,
Or at least 7-8 years of senior administrative experience, and the willingness to learn all things immigration
Familiarity with the Bermuda Immigration & Protection Act 1956, the Employment Act 2000, and other supportive legislation as relevant
A degree in Business, Social Sciences, or equivalent is preferred
Required competencies & skills:
Must communicate effectively and professionally both verbally and in writing and be able to develop a rapport of engagement and trust with each client
Must have excellent oral and written communication skills and able to communicate professionally and with tact at all levels
Must be highly organized with a keen sense of followup and completeness
Must be deadline oriented and comfortable in a tense, time sensitive environment with rapidly changing priorities
Must have exceptional "super user" Microsoft suite skills
Must be good timekeeper though very flexible
Operate effectively under pressure and within challenging deadlines
Ability to perform effectively in a fast-paced, high-growth, rapidly-changing environment
Demonstrated excellent planning, time management, communication, decision-making, independent judgment, and organization skills
Excellent relationship building and emotional intelligence skills
Customer-service oriented and a strong commitment to delivering high value solutions to client groups
Must be detail oriented and able to follow through on issues to resolution; with a keen commercial awareness and respect for time and deadlines
Must demonstrate integrity and professionalism
SuperUser of the Microsoft Office Suite and relevant software ie. Microsoft Word, Excel, Outlook, and Powerpoint.
Must be resourceful with a very loud "can do"attitude ; focused on client servicing
Plus: other administrative duties as assigned relevant to the broader business activities of the Group.
Additional information
Working hours
3PM - 12AM Manila Time
WORK LOCATION: EASTWOOD QUEZON CITY
Must have good internet connection with at least 10MBPS download and upload speed
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