Administrative Support Specialist

Prime Time Advisory is an accounting practice engaging Bai Virtual Services OPC to build a dedicated offshore administrative support function. The successful candidates will work as an extension of the client's practice team, supporting the day-to-day operational workflow of the accounting office while being employed and managed under the BVS-OPC offshore staffing framework.

POSITION OVERVIEW

The Administrative Support Specialist provides end-to-end administrative assistance to an accounting practice, ensuring tax return workflows are logged and tracked accurately, client communications are handled professionally, and the practice's day-to-day operations run smoothly. This role requires prior admin experience within an accounting or finance environment and strong attention to detail, as the position directly supports compliance-sensitive workflows.

KEY RESPONSIBILITIES

• Log and track tax returns through the practice's workflow system, ensuring statuses are accurate and up to date at each stage of preparation, review, and lodgement.
• Monitor and update work activity trackers across the practice team, flagging bottlenecks or overdue items to relevant staff.
• Manage day-to-day client email correspondence, including drafting responses, routing enquiries to the appropriate accountant, and following up on outstanding client requirements.
• Place and receive phone calls with clients as needed, handling routine enquiries and scheduling professionally and courteously.
• Maintain accurate client records and documentation within the practice's systems, ensuring version control and confidentiality of sensitive financial data.
• Support the preparation and organisation of client files ahead of accountant review or lodgement deadlines.
• Coordinate scheduling, reminders, and general office administration to support the accounting team's productivity.
• Perform other administrative and clerical duties as reasonably required by the practice.

QUALIFICATIONS & EXPERIENCE

• Prior work experience in an administrative support role within an accounting, bookkeeping, or finance company is required.
• Familiarity with tax return workflows and general accounting practice operations is highly regarded.
• Strong written and verbal English communication skills, with confidence handling client-facing emails and phone calls.
• Proficiency with standard office and cloud-based productivity tools (e.g., Microsoft Office/Google Workspace); experience with practice management or accounting software is an advantage.
• High attention to detail and comfort working with confidential financial information.
• Well organised, able to manage multiple trackers and deadlines simultaneously.
• Available to work office-based hours at the BVS-OPC Cebu City office and to commence within the required 10-day timeframe.