ZigZag is looking for a Senior Admin with Bookkeeping Experience to join our team!

About our client

Our client is Australia’s leading telehealth Speech Pathology company. Established in 2016, their female-led company has grown from a team of 2 in January 2019, to a team of 90+ in June 2025. Their fast-paced growth has seen transition from start-up to scale-up, providing amazing career growth opportunities for all members of their team. They services over 1500+ families every week, online, and has plans to continue to grow & develop their service over the years to come.

About the role

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.

The Finance and Customer Service Officer will be responsible for the following:

• 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

Qualifications:
Preferred but not required:

• 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)

Culture Fit Traits:

• Ability to work in a fast-paced environment

• Self-organized and proactive in managing tasks

Tools & Platforms:

• Xero

• Slack

Key Responsibilities:

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

You will do this by:

• 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