Bilingual Office Administrator (Mandarin - English)

Job Description

About Us:

Outsourced is a leading ISO-certified Global offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals.
 
The ideal candidate has strong administrative experience, exceptional attention to detail, and the ability to communicate confidently and professionally in both Mandarin and English. This role is essential in ensuring smooth administrative workflows, accurate document management, and effective client communication.
 
Key Responsibilities

1. Document & Records Management

• File, organise, and maintain client records in electronic formats with a high level of accuracy.
• Manage and maintain structured Dropbox folders for client files and internal documentation.

2. Engagement Letter Support

• Draft, format, issue, and track engagement letters.
• Ensure all documentation is accurate, consistent, and compliant with internal standards.

3. Practice Management System Maintenance

• Maintain and update Xero Practice Manager (XPM) with client information, jobs, and tasks.
• Ensure data accuracy and timely system updates.

4. Corporate Secretarial Support

• Maintain and update CAS360 records, including company registers and compliance deadlines.
• Generate and send automated compliance reminders and notices to clients.

5. Client Communication

• Send reminders, notices, and follow-up correspondence via Outlook email.
• Communicate professionally in Mandarin and English, both written and verbal.

6. General Administrative Support

• Provide day-to-day administrative support to partners and accountants.
• Assist with scheduling, correspondence, and other ad hoc administrative tasks as required.

Must-Have Requirements

• Bilingual in Mandarin and English (spoken and written) - mandatory
• Strong administrative experience in an office administration or similar role
• Australian experience preferred; relevant international experience will be considered
• High attention to detail with excellent organisational and time-management skills
• Proficiency in:
  •  Dropbox
  • Outlook
  • Microsoft Office (Word, Excel)

Preferred Experience & Skills

• Experience in a professional services environment (accounting, legal, or consulting).
• Familiarity with Xero Practice Manager (XPM) and CAS360 is highly advantageous.
• Ability to multitask, prioritise workloads, and work independently.
• Strong written communication and documentation skills.

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.
By clicking on the "I'm Interested" button, I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.