Remote Financial Operations Assistant

This is a full-time remote position requiring a highly organized and detail-oriented Bookkeeping Admin Assistant to report to the Admin Manager in financial and office operations. The role involves assisting with financial statements, maintaining cash controls, supervising payroll and personnel admin, managing accounts payable, handling purchasing and payments, and supporting general office tasks.

• Utilize Xero financial accounting system to manage financial data efficiently.
• Prepare and reconcile general bank statements to ensure accuracy and prevent errors.
• Enter data into the Xero system to maintain up-to-date records and streamline workflow.
• Establish and maintain supplier accounts to facilitate smooth transactions and improve relationships.
• Record transactions accurately in the computerized accounting system to prevent discrepancies and maintain accurate records.
• Enter bills into Xero for processing and payment to stakeholders.
• Perform general bookkeeping tasks, including reconciliations and account management to meet company policies and procedures.
• Prepare monthly construction claims invoices per job to ensure timely payment and adherence to deadlines.
• Manage payroll, Single Touch Payroll, and superannuation payments to adhere to company policies and regulatory requirements.
• Prepare BAS reports to meet regulatory requirements and ensure compliance.
• Reconcile accounts receivable and accounts payable to maintain accurate records and prevent errors.
• Reconcile credit cards (NAB, AMEX, Latitude Global) to prevent discrepancies and maintain accurate records.
• Perform supplier reconciliations and send email remittances to stakeholders to maintain open communication.
• Handle general administration duties, including correspondence (emails, letters, memos) to maintain effective communication channels.
• Reconcile contractor payments to ensure accuracy and adherence to company policies.
• Prepare purchase orders as required to maintain efficient workflow and resource allocation.
• Request safety documents from subcontractors to maintain compliance and adherence to regulations.
• Manage online storage documents for various jobs to ensure easy access and maintain transparency.
• Upload OHS documents to Site Book/OHS program to maintain safety standards and comply with regulations.
• Update cost build-up for all projects (monthly) to reflect current expenses and provide visibility.
• Email weekly construction updates (Fridays) to stakeholders to maintain open communication and keep informed.
• Process online banking – create payments as required to maintain efficient workflow and resource allocation.
• Update insurances and VicRoads spreadsheet to maintain accurate records and ensure compliance.
• Update cash flow with monthly invoicing to reflect current financial status and provide visibility.
• Respond to inquiries from consultants, accounts, and director in a timely manner to maintain effective communication channels.

• Proficiency in Microsoft Excel, Microsoft Word, Adobe Acrobat Pro, and Xero Accounting Software to perform tasks efficiently and effectively.
• At least 3 years of experience with Xero Accounting software to provide expertise and support.
• Strong attention to detail to manage multiple tasks and prioritize effectively.
• Self-motivated and adaptable to prioritize and re-prioritize tasks as needed to maintain flexibility.
• Experience using task management and project tracking tools such as Asana to streamline workflow and improve productivity.
• Ability to prepare, organize, and manage financial and administrative documents to maintain accuracy and transparency.
• Familiarity with cloud-based platforms and file management systems for efficient workflow and resource allocation.

This is a full-time role requiring discipline and commitment to set working hours, similar to an office environment. The role requires adherence to company policies and procedures, active participation in team and client calls, consistent availability and responsiveness throughout the shift, and treating this as a long-term, full-time job.