Accounts & Systems Administrator

The Opportunity

This hands-on offshore position gives ownership of accounts, payroll, systems and administration across two growing businesses. You'll work in a supportive, people-first team with flexible hours (to allow overlap with WA/AEDT windows), regular virtual contact with the Managing Director and leadership team, and real scope to shape processes and controls as the business scales.

The Role Specifics

Financial operations

• Manage accounts payable, accounts receivable and reconciliations for both businesses from an offshore setup.
• Run daily bank, card and account reconciliations and maintain clean bank feeds; investigate and resolve discrepancies.
• Post transactions and maintain ledgers in Xero; prepare and prioritise payment runs and save drafts for approval.
• Support month-end processes and provide assistance for BAS preparation and ad hoc finance projects.
• Maintain the financial database in Xero: update client details, terminate employees who have finished work, and inactivate clients and suppliers no longer used.

Payroll & timesheet administration

• Cross-reference timesheets against payroll spreadsheets and the labour-hire whiteboard; prepare payroll data and client tax invoices in Xero and save drafts for the Managing Director to review and approve.
• Chase client approvals for timesheets and invoices to ensure timely payroll and billing.
• Update purchase order numbers in payroll spreadsheets and add as a "project" in Xero to track available funds.

Systems & administration

• Lead systems administration for cloud tools: manage user access, perform data hygiene, clean duplicate records and streamline workflows.
• Manage the "accounts" mailbox: respond to emails from candidates, clients and suppliers; triage and escalate as required.
• Handle credit applications, purchase orders and supplier/vendor queries.
• Act as the go-to liaison for finance and figures across departments and provide clear, timely communication.

Debt management & reporting

• Manage debtors and creditors, including debt collection for overdue invoices consistent with company policy.
• Produce financial reporting, budgets and forecasting on request using Xero and supporting spreadsheets.
• Liaise with the Managing Director's Executive Assistant regarding purchase orders and problematic invoices for record keeping and reporting.

Offshore operational details

• Work remotely with reliable internet and a secure environment for confidential information; use multi-factor authentication and an approved password manager.
• Core overlap with THE resources HUB leadership (WA/AEDT) — schedule negotiable but flexibility required for payroll and month-end deadlines.
• Daily asynchronous updates via internal chat/email, daily and weekly video calls with the Managing Director/Team and ad hoc calls for urgent issues.
• Occasional travel to Head Office in Australia may be required for onboarding or periodic reviews (expenses and timing negotiable).

The Goods that your Bring

• Minimum 3 years' experience in high-volume AP/bookkeeping or finance support.
• Strong experience with purchase order processes and tracking PO numbers against payroll/invoicing.
• Advanced Xero skills and strong Excel capability (reporting, pivot tables, formulas).
• Experience maintaining cloud tools, managing user access and performing data hygiene.
• Cert IV in Bookkeeping/Accounting or equivalent experience preferred.
• Excellent time management, initiative and the ability to work autonomously offshore.
• Confident communicator able to liaise across teams, suppliers and clients via email and virtual meetings.
• Proven ability to handle confidential information with discretion.
• Comfortable working overlapping timezones and scheduling regular synchronous meetings with Australia-based leadership.

Prior experience working remotely/offshore for an Australian employer or familiarity with Australian BAS/payroll processes.

Experience with labour-hire invoicing and project tracking in Xero.

The Benefits

• Work supporting accounts, payroll, systems and admin across two growing businesses from an offshore location.
• Supportive, people-first culture and calm leadership.
• Flexible hours to accommodate timezone overlap and personal needs.
• Variety and challenge — no two days are the same.
• Real opportunity to shape processes and tools as we grow.
• Occasional travel to Australia for onboarding or reviews (expenses negotiable).

Job Type: Full-time

Work Location: In person