Administration Assistant (Remote) | HubSpot & Xero | AU Transport & Logistics

Company : Staffstream

Remote / Work from Home

Job Description - Administration Assistant (Remote) | HubSpot & Xero | AU Transport & Logistics

The snapshot

Staffstream is hiring an Administration Assistant for an Australian transport and logistics business delivering reliable freight and haulage services to commercial clients. The business runs a fleet, coordinates jobs, and manages records across financial, CRM, and transport management systems, and as the back-office workload grows, they need someone reliable to keep all of it accurate and up to date.

This is an execution-focused role spanning multiple platforms: Xero, HubSpot, a maintenance system, and a transport management system. You'd need to be genuinely comfortable switching between systems throughout the day without losing accuracy, and confident working independently once you understand what's needed. This role is open to candidates based in the Philippines.

What you will actually do

Financial administration and Xero

Upload and process supplier and operational invoices into Xero accurately, making sure every entry is correctly coded, categorized, and recorded on time.

Maintain organized financial records within Xero, supporting the operations team and keeping accounts clean and current.

HubSpot CRM administration

Maintain accurate, up-to-date records across the business's HubSpot CRM, including contact records, company profiles, deal stages, and activity logs, so the system reflects the current state of client and operational interactions.

Process and update CRM data as directed: creating new records, updating existing entries, managing data imports, and keeping record hygiene to a consistently high standard.

Transport management system administration

Perform record updates and data entry within the transport management system, maintaining accurate job records, route data, vehicle information, and operational details in line with team processes.

Support the operations team with system administration tasks within the transport platform, keeping records current and accessible for operational and reporting purposes.

Flag any system errors, data inconsistencies, or missing information to the Operations Manager, and help resolve these in a timely manner.

Maintenance system record updates

Update and maintain records within the business's maintenance management system, logging service history, scheduled maintenance, and fleet or equipment records accurately and on schedule.

Coordinate with the operations team to make sure maintenance records are captured after completed works and follow up on any outstanding entries or documentation.

General administration and cross-platform support

Provide general back-office administrative support across the business, including digital filing, document processing, and routine administrative tasks across all relevant platforms.

Support the operations and management team with ad hoc administrative requests as they arise, adapting readily to shifting priorities.

What you need to bring

Demonstrated, hands-on HubSpot experience. This is non-negotiable: you need real experience with record management, data updates, pipeline management, and maintaining data integrity within the platform.

Working knowledge of Xero for invoice processing and basic financial administration, with the ability to code, categorise, and maintain financial records accurately.

Strong data entry and record management skills: methodical and accurate, with a high standard of attention to detail across every platform you touch.

Genuine comfort working across multiple systems at once, switching between platforms and task types throughout the day without losing accuracy or momentum.

Self-directed and reliable: you can manage a varied task list independently and follow through on everything without needing daily supervision.

A methodical, precise approach to data entry and record management, and a habit of flagging errors or discrepancies early, before they turn into downstream problems.

Nice to have

Experience with transport management systems, fleet management software, or similar operational platforms used in the logistics or freight industry.

Background in transport, logistics, freight, or another operationally intensive business environment.

Experience with maintenance management or asset management software for logging and tracking service and maintenance records.

Familiarity with digital document management, file organization, and back-office administration workflows in a remote working environment.

The setup

This role is open to Philippines-based candidates.

Fully remote, working full Australian business hours

Staffstream provides your work-from-home equipment.

What's in it for you

A stable, full-time role with a business that genuinely needs you and wants you to grow into it. You'd be trusted to own your area, not micromanaged, working with a small team that values someone who can take things off their plate and run with them. On top of that, Staffstream looks after you properly:

HMO health cover, with one dependent covered for free.

Group life insurance.

Paid leave credits.

Work-from-home equipment provided.

You're employed compliantly under Philippine law: a proper local employment contract, your taxes handled correctly, and all your government-mandated benefits (SSS, PhilHealth, Pag-IBIG) plus 13th month pay. That means real security and peace of mind, not a loose freelance arrangement. Everything is above board and looked after for you.

Original job Administration Assistant (Remote) | HubSpot & Xero | AU Transport & Logistics posted on GrabJobs ©. To flag any issues with this job please use the Report Job button on GrabJobs.

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