Virtual Assistant Admin, Invoicing & Referral Coordination (NDIS & Aged Care)

At ProSource, we connect highly skilled Filipino professionals with Australian businesses. We are currently hiring on behalf of our client, a respected allied health provider in Australia, to fill a key virtual assistant role focused on admin, invoicing, and referral coordination.

This is a full-time, day shift position offering long-term stability, a great work culture, and a supportive remote environment.

About the Client

Our client is a growing allied health practice delivering Occupational Therapy, Physiotherapy, Speech Therapy, and Psychology services. Their work is split between the NDIS (70%) and Aged Care (30%) sectors, with a strong focus on Occupational Therapy. The team currently consists of nine members, including admin support.

They are now looking for a highly organised and detail-oriented Virtual Assistant to manage backend operations and streamline client communications and invoicing processes.

Key Responsibilities

Admin & Referral Coordination

• Manage incoming and outgoing emails, ensuring timely responses and follow-ups
• Process and track client referrals; prompt completion of referral forms and assign them to the appropriate clinician
• Monitor escalation reports and flag service delays or concerns
• Schedule appointments and manage the directors calendar
• Send assessment confirmations and appointment reminders to clients
• Provide a daily summary of referrals, quotes, and outstanding actions via WhatsApp
• Handle cancellations and rescheduling requests
• Perform light reception tasks and respond to client enquiries

Invoicing & Bookkeeping Support

• Generate and manage invoices in Xero across two separate business entities
• Ensure accurate invoice submissions to prevent rejections
• Process remittance advice and forward records to the bookkeeper
• Liaise with providers for invoice clarifications and ensure clean reconciliation
• Follow up on outstanding invoices and payments
• Process contractor invoices in a timely manner
• Send daily summaries of invoicing activity via email
• Tools and Platforms Used
• Outlook (email communication)
• OneDrive (document sharing)
• Xero (invoicing and reconciliation)
• WhatsApp (internal communication)
• Internal referral and escalation tracking systems

What Were Looking For

• Strong administrative experience in NDIS or Allied Health settings (NDIS invoicing experience is essential)
• Confident managing workflows independently and efficiently
• Familiarity with using Xero across multiple entities
• Highly reliable, detail-oriented, and responsive
• Excellent written and verbal communication skills
• Prior experience supporting Australian businesses or healthcare teams is highly regarded

Why Join This Role

• Day shift schedule with work-life balance
• Great team culture and strong support from leadership
• Long-term opportunity with an established and growing Australian healthcare provider
• Work remotely from anywhere in the Philippines

How to Apply

Please submit your updated resume and a short cover letter outlining your relevant experience, particularly in NDIS-related admin and invoicing. Only shortlisted candidates will be contacted for interviews.

We look forward to connecting with experienced professionals who are ready to grow with a values-driven healthcare team.