AU Bookkeeper

Position Summary

This full-time role merges bookkeeping, financial management, and project administration to provide comprehensive support across Matilda Build's projects and business operations. The role ensures accurate daily bookkeeping, project cost control, compliance management, and proactive financial reporting. In addition, the role provides direct support to the Director for procurement, subcontractor coordination, and administration.

The successful candidate must be highly organised, proactive, and capable of managing financial workflows and project administration with minimal supervision in a remote environment.

Core Responsibilities

Daily

• Manage and prioritise emails
• Record and code invoices, receipts, and expenses into Xero.
• Maintain structured Google Drive filing for all projects.
• Update task lists and communications in Microsoft To Do List and WhatsApp.
• Monitor payments, receipts, and cashflow movements.

Weekly

• Reconcile all project and company transactions in Xero.
• Maintain detailed project cost tracking spreadsheets (Hopetoun Ave, Camper Vans, other active jobs).
• Allocate expenses and variations to correct line items.
• Reconcile labour hire timesheets (2–5 labourers) and prepare payment schedules.
• Review subcontractor invoices, Aussie Skips, Bunnings transactions, and ensure proper coding.
• Generate
  weekly cashflow snapshots
  and project cost summaries.
• Present a weekly financial pack to the Director (costs, payments due, cashflow).

Monthly

• Prepare
  Project Cost Reports
  for each project (for Director and clients).
• Generate and issue
  Management Fee invoices
  .
• Cross-check and reconcile all Xero and spreadsheet entries.
• Prepare reimbursement reports for Director's personal expenses.
• Organise and update subcontractor contracts, insurances, and payment schedules.
• Perform
  Balance Sheet Reconciliation
  and
  End-of-Month Journals
  .
• Deliver monthly management reports on financial performance.

Quarterly

• Conduct qualitative financial analysis, including variations and reimbursements.
• Prepare budget forecasting updates and variance analysis.
• Lead quarterly Zoom financial review meetings (with Director and stakeholders).

Extended Responsibilities (Full-Time Scope)

• Maintain a
  12-month rolling cashflow forecast
  for the company and all projects.
• Prepare tender cost comparison spreadsheets and assist with procurement tracking.
• Support Director in drafting and issuing payment schedules, subcontractor awards, and progress claims.
• Manage company compliance calendar (BAS, PAYG, Super, Insurance renewals).
• Assist in payroll processing and STP lodgements.
• Provide support with investor reporting (where required for developments).
• Manage filing and organisation of contracts, drawings, and procurement records.
• Undertake administrative tasks as required (document preparation, meeting follow-ups, reporting packs).

Communication Protocols

• Primary Channels:
  Email, WhatsApp, Microsoft To Do List, Teams.
• Daily Stand-Up:
  Quick WhatsApp check-in with Director each morning.
• Weekly Check-In:
  Monday 3:00 PM AEST (formal update).
• Weekly Report:
  End-of-week summary (completed tasks, issues, process improvements).
• Monthly Review:
  Formal review of project costs and company performance with Director.

Systems & Tools

• Accounting:
  Xero
• Reporting:
  Google Drive (Master Spreadsheets, Project Folders)
• Task Tracking:
  Microsoft To Do List, WhatsApp
• Payroll & Compliance:
  Xero Payroll, ATO Portal (via bookkeeper setup)
• Other Tools:
  Screencast (payment proof), Outlook