ProSource

Executive Assistant

• 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
• 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

Virtual Assistant, Admin, Invoicing, Referral Coordination – NDIS, Aged Care

Manager

• Team Leadership & Oversight
• First point of contact for offshore team issues (sick cover, escalations, approvals).
• Oversee KPI reports, customer service performance, and recommend improvement plans.
• Conduct performance reviews and track development.
• Act as the daily connection for the Philippines-based team to maintain culture & engagement.
• HR & Operations: Handle leave requests, sick days, and schedule management.
• Minimize approval bottlenecks by holding equal decision-making privileges as Brisbane CS Lead.
• Provide weekly KPI and performance reports directly to the client.
• Marketing & E-commerce Support: Assist with Shopify store management and marketplace operations (David Jones, The Iconic, etc.).
• Support marketing campaigns with reporting, execution follow-up, and KPI alignment (not content creation).

Virtual Assistant, Admin, Invoicing, Referral Coordination – NDIS, Aged Care

Team Lead Manager