Senior Admin

Summary

Join ZigZag as a Senior Admin with Bookkeeping Experience and work 100% remotely for Australia’s leading telehealth Speech Pathology company! Support the Financial Controller in daily finance and administration tasks. Responsibilities include accounts receivable management, Xero reconciliation, NDIA/PRODA processing, practice management administration, and client communication. You will also handle reporting, compliance, and process improvement initiatives. The role requires strong organizational skills and experience with Xero. Familiarity with practice management software and the NDIA or allied health industry is preferred.

Requirements

• Xero
• Slack

Responsibilities

• Provide daily, hands-on finance and administration support - 100 % remote to the Financial Controller
• The role is team-facing (video/audio on Slack or Zoom) and handles external stakeholders exclusively via email or written channels
• No client phone/soft-phone work is expected, however, may be subject to change based on business needs during the maturity of the partnership
• Provision of high-quality customer service within billing and finance
• Provision of support to the therapist and management team in billing and finance
• Provision of support to the financial controller
• Provision of administrative support to the therapist and support teams
• Completion of general administrative tasks required for successful business operations
• Accounts Receivable
• Daily Xero reconciliation (Plan Managers, Bank Transfers, Stripe, EzyCollect)
• Issue aged-debtor & paused-client reports; send pre-pause emails
• Aged Debtor email follow up
• Process refunds through Stripe & Bank Transfer)
• Process of Accounts related bank adjustments
• NDIA / PRODA
• Export NDIA-managed invoices to PRODA
• Create / update service bookings
• Practice Management Administration
• Invoice checks of previous day service before export into Xero
• Payment & unpaid-invoice export into Xero
• GPMP / Medicare claim setup, processing & tracking
• Apply rebates/discounts, resolve billing issues from Therapists and Clients
• Administrative setup, updates, and changes of client billing instructions
• Amending appointments to the correct billing status, duration and setup compliant with the billing instruction and third parties
• Mailboxes & Slack
• Manage “Hello” & “AP” inboxes (plan-manager & client queries, receipt forwarding)
• Respond to SLP invoice-status queries in Slack
• Respond to SLP slack queries around financial management and answer general billing questions
• Reporting & Compliance
• Weekly NDIA balance check report
• Maintain Medicare/NDIS claim logs
• Routine and adhoc financial audits as per the Financial Controller
• Implementation and adhering to policy updates to the broader organisation
• Continuous Improvement
• Flag process gaps, propose automation or template updates
• Seeking direct guidance from the Financial Controller on key business priorities to ensuring you are across all company goals and directions
• Being flexible to adapt your to-do list based on direction from direct reporting manager
• Identification and escalation of Efficiency strategies to direct reporting manager

Preferred Qualifications

• Minimum of 2 years work experience in Administrative tasks and Basic Bookkeeping
• Experience with Xero
• Familiarity with practice management software
• Knowledge of the NDIA or allied health industry
• With experience in Administrative tasks (reconciliation, billing, data entry)
• Ability to work in a fast-paced environment
• Self-organized and proactive in managing tasks