Payment Onboarding and Timesheet Specialist

About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our Client is a healthcare-focused technology company dedicated to advancing the health of medicine by providing an ecosystem of products and services that improve medical staffing. Their portfolio includes the largest doctors staffing agency in Australasia and an emerging work-life operating system for medical staff and providers. With innovation at their core, the client is shaping the future of medical work by delivering intelligence, tools, and solutions for healthcare professionals and organizations.

About the Role

We are looking for a highly meticulous and proactive Payment Onboarding and Timesheet Specialist to join the client's growing operations. In this role, you will act as a dedicated specialist managing the end-to-end payment onboarding and timesheet collection process for medical professionals. Because doctors operate under various complex payment structures, your sharp eye for detail and strong follow-up skills will be crucial. You will handle sensitive personal and financial data, ensure strict compliance with Australian regulatory deadlines, and secure the vital documentation needed to drive seamless payroll and invoicing processes.

What you'll do

Payment & Onboarding Compliance

• Coordinate Document Collection: Guide and assist doctors through the onboarding process, ensuring they submit the specific documentation required for their unique payment types (e.g., bank account details, superannuation information, and tax file numbers).
• Data Security & Privacy: Securely handle and maintain highly sensitive personal and financial information in strict adherence to company compliance policies and privacy regulations.
• Urgent Processing & Deadline Management: Review onboarding data swiftly and accurately to meet critical government and internal payroll deadlines, mitigating the risk of compliance penalties.

Timesheet Management & Follow-ups

• Proactive Collection & Chasing: Manage a high volume of outstanding or overdue weekly timesheets (ranging from 1,500 to 1,800 records) utilizing Salesforce-integrated tools like SMS and email.
• Stakeholder Influence: Build rapport with and influence doctors who may have low incentives to submit timesheets, ensuring timely submission to prevent invoicing delays.
• Data Verification: Meticulously review submitted timesheets to verify that dates and hours match corresponding client placements, preventing instances of overpayment or underpayment.

Expense & Reporting Support

• Reimbursement Tracking: Coordinate, verify, and process reimbursement forms submitted by healthcare workers via DocuSign and Salesforce.
• Handover to Accounts: Maintain and update comprehensive expense reports detailing specific placement costs, ensuring a smooth, error-free handover to the Finance and Accounts team for final processing.

What You Bring

• Experience: At least 3+ years of experience in payment coordination, onboarding compliance, or data management—ideally within a fast-paced recruitment, RPO, or BPO environment. Experience supporting Australia and New Zealand clients is a major advantage.
• System Literacy: Proficient in using Salesforce (or a similar enterprise CRM) and electronic signature tools like DocuSign.
• Exceptional Attention to Detail: A proven track record of handling high volumes of data with zero tolerance for errors, particularly regarding financial details and calendar dates.
• Strong Communication & Influence: Excellent verbal and written English communication skills, with a confident yet empathetic approach to following up and influencing busy medical professionals.
• Time Management: Ability to thrive under pressure, manage competing deadlines, and maintain strict organizational pipelines.

 Our Hiring Process

We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey.

Our AI Expectations: While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort. The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

·  Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

·  Employee as our biggest asset: We are genuinely invested in our people's career and welfare.

·  Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

·  Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.