Admin and Finance Manager

Role Overview Admin and Finance Manager – Independent Contractor with Hunt St. Salary $1,500–$2,000 AUD/month. Work remotely, aligning with AU business hours (9 AM–5 PM, Mon–Fri). This role supports both office and field teams, coordinating clients, technicians, and management while maintaining financial accuracy and compliance. Key Responsibilities Job Management & Scheduling – Use Tradify, Xero, and Lightyear to create and manage jobs from email requests or purchase orders, allocate technicians efficiently via Google Maps, track progress, coordinate with contractors, and update clients or supervisors. Customer Service – Handle client calls and emails for job requests, quotes, and service inquiries; maintain up‑to‑date client contact records; follow up after job completion to confirm satisfaction and process payments. Invoicing, Quotes, and Payments – Prepare and send quotes and invoices; upload and reconcile supplier and contractor invoices in Xero and job software; record payments, follow up on overdue accounts, and perform account reconciliations. Office Administration – Maintain organized digital and physical records (certificates, job reports, WHS documents); prepare management reports such as job completion rates and financial summaries; manage and update passwords and login details; upload payments to Xero and prepare bank files. Compliance & Safety – Keep company and staff licenses, insurance, and safety documentation up to date; maintain SWMS, risk assessments, and incident reports; track and record staff training and certifications; streamline OHS documentation to ensure ease of use for field staff. HR & Payroll Support – Process staff timesheets and support payroll preparation; assist with onboarding new staff, including paperwork, induction packs, and uniforms; maintain employee records, leave balances, and policy documentation; promote company values and update internal policies. Inventory & Supplier Coordination – Create purchase orders and liaise with suppliers as required. Finance & Accounting – Admin staff with finance capability manage the company’s financial flow. Accounts Receivable (AR) Prepare and send quotes, invoices, and progress claims. Record incoming payments (bank, EFT, card). Follow up on overdue accounts and manage debt collection politely but firmly. Maintain an accurate aged receivables report. Accounts Payable (AP) Enter and reconcile supplier invoices and purchase orders to Xero and Tradify jobs. Ensure accurate job cost coding (materials, subcontractors, overheads). Manage payment runs and maintain supplier relationships. Payroll & Timesheets Process timesheets for technicians and admin staff. Track leave, overtime, and allowances. Assist with superannuation and PAYG reporting (in coordination with the bookkeeper or accountant). Financial Reporting & Reconciliation Perform bank reconciliations and ensure all financial data in Xero is accurate and up to date. Monitor profit and loss statements and analyze financial performance to identify areas of improvement or loss. Generate monthly financial summaries, including income vs. expenses and job profitability reports. Support management with budget tracking, forecasting, and cost‑control initiatives (including import‑related expenses). Liaise with the external accountant or BAS agent for BAS, payroll tax, and end‑of‑year financial preparations. Provide financial and administrative insights to management and assist in preparing quarterly performance reports. Help improve and streamline office systems and software integrations between job management and accounting platforms. Revenue Monitoring Track income by service category (e.g., despatch, gate service, roller door service, installation, contractors, individual staff performance levels). Analyse job profitability and cost margins. Provide management with monthly revenue breakdowns and trends. Sales & Upsell Support Identify repeat service opportunities (e.g., preventative maintenance, upgrades, service plans). Develop service contracts to be sent through to clients. Assist with quoting follow‑ups to convert leads into confirmed jobs. Maintain a pipeline report for open quotes and proposals. Contract & Recurring Revenue Manage service agreements and maintenance contracts once developed. Schedule and invoice recurring jobs (e.g., quarterly maintenance). Monitor contract renewals and notify clients before expiry. Performance Analysis Support management with KPI tracking (average revenue per job, technician utilization, gross margin, etc.). Recommend improvements to pricing structures or service offerings based on data. Generate revenue forecasts for budgeting and strategic planning. Gather and assess new possible revenue streams for the business, new markets and clientele. Required Skills and Qualifications Bachelor’s degree in Accounting, Finance, Business Administration, or related field (or equivalent professional experience). 3‑5 years in administrative or finance management, ideally within a trade, construction, or service‑based business. Strong working knowledge of Xero, Tradify, and Lightyear (or similar job management and accounting systems). Proficient in Microsoft Office (Excel, Word, Outlook, OneDrive) and Google Workspace. Proven experience in accounts payable, accounts receivable, bank reconciliations, and basic payroll processes. Familiar with Australian payroll, superannuation, WHS, and licensing requirements. Analytical skills – interpret financial data and create clear, actionable reports. Organizational ability – excellent time management and multitasking skills; handle multiple priorities and stakeholders efficiently. Communication – strong written and verbal communication skills, professional and approachable demeanor. Relationship management – build and maintain strong relationships with clients, suppliers, and internal teams. Problem solving – proactive, resourceful; identify inefficiencies and suggest practical process improvements. HR support – experience with onboarding, HR documentation, and policy management is an advantage. Work ethic – capable of working independently and collaboratively in a fast‑paced, dynamic environment. Preferred Qualifications Experience supporting senior management or directors. Familiarity with Australian accounting and compliance practices (BAS, payroll tax, EOFY). Background in operations coordination or business support for trade services (electrical, HVAC, construction, or maintenance industries). High level of initiative, integrity, and reliability. Comfortable handling confidential information with discretion. Work Arrangement & Expectations Remote role set up as an independent contractor engagement. Be available for meetings and collaboration during core business hours (AEST or PHT). Disclose any existing ongoing roles or client work. Reflect this engagement on LinkedIn profile (clearly marked as "Independent Contractor"). Seniority Level Mid‑Senior level Employment Type Full‑time Job Function Analyst #J-18808-Ljbffr