Offshore admin staff in the Philippines give Australian businesses a full-time person on Australian hours who handles the inbox, scheduling, invoicing and data entry.
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Repeatable, documented work: bookkeeping entry and reconciliation in Xero or MYOB, quoting and job scheduling in simPRO or ServiceM8, lease and maintenance admin in PropertyMe, recruitment database work and conveyancing file support. Anything with a clear process and a system of record moves across well.
Hiring offshore admin staff in the Philippines is how a growing number of Australian trades, accounting, property and recruitment businesses clear the paperwork that builds up behind every job, invoice and lease. The person is full-time, works only for you, keeps your hours and sits inside your Xero, simPRO or PropertyMe login rather than a separate system. ProVizion Outsourcing employs and supports them in Manila; you direct the work.
Keller Williams, Symmetry Financial Group and ELR are among the clients ProVizion has supplied with administrative and back-office staff since 2011, all recruited from a Filipino talent network that exceeds 10,000 professionals. Australian firms tend to start with a single admin role that has been shared between the owner and whoever is least busy, and find that giving it to one dedicated person changes the week. This page walks through the tasks that move offshore most easily, the software involved and how an admin person fits into an office that runs on Australian time.
Admin is the work nobody was hired to do but everybody ends up doing: entering supplier bills, chasing purchase orders, updating job cards, sending reminders, filing compliance certificates and reconciling the bank feed. In a trades business it is the owner doing it at 9pm. In a small accounting practice it is a senior person doing junior work. In a property agency it is the property manager, who should be out on inspections. Moving it to a dedicated offshore staff member gives it an owner, a routine and a standard.
"Great team that performs for us. Game changer."
Bookkeeping support is the most common admin placement for Australian firms. The role typically covers bank reconciliation, accounts payable entry, receivables follow-up, payroll data preparation and month-end tidy-up so that the BAS and the EOFY pack are not a scramble. Staff are recruited for hands-on experience with Xero or MYOB, and many have worked for Australian bookkeeping firms before. They do not replace your BAS agent or accountant; they make sure the ledger that reaches them is clean. Practices that want a larger processing function can look at our accounting outsourcing teams instead.
For electricians, plumbers, HVAC firms and builders, the admin person becomes the office. They take inbound enquiries by email and web form, build quotes from your price list, schedule jobs in simPRO, ServiceM8, Tradify or AroFlo, confirm with the customer, order materials, close out the job card when the tech marks it done and raise the invoice the same afternoon. Because they keep Australian hours, a job booked at 8am in Perth or 10am in Sydney is scheduled while the customer is still on the line. Our trades outsourcing page covers larger estimating and drafting teams.
"I can tell they have our best interest at heart because they're always going the extra mile for us."
Property managers use offshore admin staff for lease preparation, arrears follow-up, routine inspection scheduling, maintenance coordination with tradies and entry and exit condition reports, all inside PropertyMe, Console or PropertyTree. Recruitment agencies use them for ad posting, candidate formatting, reference checks, database hygiene in JobAdder or Bullhorn and interview scheduling. Conveyancing firms use them for file opening, ordering searches, settlement checklists and client updates under the supervision of the licensed conveyancer. Each of these needs a person who understands the Australian process, which is why our onboarding includes state-specific context before the first file is touched.
Manila is UTC+8, level with Perth and a little behind the east coast. An admin person on a 7am Manila start is at their desk for a 9am Sydney open, and the shape of the day matches yours: quotes and bookings in the morning, invoicing and reconciliation after lunch, a handover note before close. Most clients run a ten-minute check-in each morning over Teams and a shared task board in Asana, Trello or Monday. Public holidays follow your calendar. Broader generalist roles, mixing admin with inbox and diary management, are described on our virtual assistant page.
Repeatable, documented work: bookkeeping entry and reconciliation in Xero or MYOB, quoting and job scheduling in simPRO or ServiceM8, lease and maintenance admin in PropertyMe, recruitment database work and conveyancing file support. Anything with a clear process and a system of record moves across well.
They can prepare everything for it: reconciled accounts, coded transactions and supporting schedules. Lodgement itself stays with your registered BAS agent or accountant. Many clients find the preparation is the part that was consuming their time, and the lodgement becomes routine once it is done.
Onboarding includes context on the state you operate in, such as tenancy rules, licensing and settlement steps, alongside your own procedures. Staff placed with property and conveyancing firms have usually worked with Australian clients before, and we shadow them on live files during the first fortnight.
We recruit for existing experience with your platform where possible, and your standard induction covers the rest. Recorded walkthroughs, your templates and a short supervised period are typically enough. A ProVizion team leader can run the induction if you would rather not.
Yours. Manila keeps the same clock as Perth and runs a couple of hours behind the east coast, so a standard Australian working day is a normal day shift in Manila. Rosters follow your public holidays and can be adjusted for busy periods such as EOFY.
Two ways to start. Book a short call, or request a proposal and we'll come back with a recommended team structure.