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.