Operations & Finance Administrator

Position : Senior Office Administrator (Xero)

Salary : $1,400 - $1,900 AUD a month maximum

Working Hours & Conditions : Monday to Friday AU Business Hours

Holidays : Public holidays in AU

(additional time off at owners discretion)

ROLE OVERVIEW:

We are seeking an experienced and proactive Office Administrator with strong Xero capability to take ownership of day-to-day business administration and provide support across accounts, payroll, invoicing, compliance, scheduling and project operations.

This is a broad and hands-on position requiring someone who can work independently, manage recurring responsibilities without constant direction, and ensure deadlines, payments, documentation and operational tasks are consistently followed through.

A significant component of the role involves Xero and accounts administration, including reconciliations, accounts payable and receivable, customer invoicing and payroll preparation.

RESPONSIBILITIES:

Xero & Accounts Administration

• Maintain accurate and up-to-date records within Xero
• Process and correctly code supplier invoices
• Complete daily reconciliation of incoming customer payments
• Monitor accounts payable and supplier due dates
• Prepare supplier payment schedules for management approval
• Reconcile supplier statements and investigate discrepancies
• Monitor accounts receivable and outstanding customer invoices
• Send customer statements and payment reminders
• Follow up overdue accounts and escalate where required
• Prepare weekly customer invoices and maintain accurate invoicing records
• Assist with BAS and bookkeeping information for the external bookkeeper/accountant
• Support management with cashflow monitoring and reporting

The detailed task schedule specifically separates payment preparation from final approval, with the Director retaining final approval over supplier payment batches.

Payroll & Employee Administration

• Review employee timesheets and follow up missing information
• Check hours, job allocations, overtime and allowances
• Prepare weekly payroll within Xero
• Prepare payroll and payment files for final management approval
• Finalise payroll records and issue employee payslips
• Assist with superannuation processing
• Maintain accurate employee and payroll records

The existing process has payroll occurring weekly, including timesheet review, Xero pay-run preparation and final management approval.

Office & Executive Administration

• Manage incoming calls, emails and general correspondence
• Assist with management of the Director’s inbox and prioritise important communications
• Manage calendars, appointments, site inspections and reminders
• Prepare information and documentation ahead of quote meetings
• Assist with new client onboarding and documentation
• Maintain accurate company records, registers and filing systems
• Track outstanding tasks and proactively follow up required actions
• Provide general administrative support to the Director and wider business

Project & Operational Support

• Create and maintain job files from quote acceptance through to completion
• Assist with scheduling labour, plant, equipment, trucks and subcontractors
• Coordinate deliveries, waste removal and site requirements
• Assist with permits, inspections and project administration
• Maintain job and operational information within company systems
• Review job sheets and ensure required information is complete
• Track project progress and support work-in-progress reporting
• Help ensure upcoming projects are properly documented and prepared

These operational duties are a material part of the position, including scheduling resources, coordinating site requirements and tracking work in progress.

Compliance & Documentation

• Prepare and maintain project-specific WHS documentation
• Assist with SWMS, inductions and compliance records
• Maintain registers for licences, insurances, permits, registrations and certifications
• Monitor expiry dates and coordinate renewals before deadlines
• Maintain employee licences, competencies, inductions and training records
• Maintain subcontractor compliance documentation
• Ensure company documentation remains organised, current and accessible

A key expectation is proactive monitoring so licences, permits, registrations and insurance requirements do not lapse because they were overlooked.

Tools & Systems

• Xero – essential
• Microsoft Excel
• Microsoft Office / Microsoft 365
• Emvisage – operational/job information
• Pay.com.au
• Email, calendar and cloud-based document management systems

Requirements

QUALIFICATIONS:

• Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similar
• Strong practical Xero experience – essential
• Experience with accounts payable and accounts receivable
• Experience completing bank/payment reconciliations
• Previous payroll administration experience
• Strong Microsoft Excel skills
• Excellent written and verbal English
• Exceptional organisation and attention to detail
• Ability to manage recurring daily and weekly deadlines
• Comfortable following up customers, suppliers and employees for outstanding information
• Ability to identify discrepancies rather than making assumptions
• Proactive working style with the ability to operate independently

Highly Desirable

• Previous experience supporting an Australian construction, demolition, excavation, waste management or trades business
• Australian Xero and payroll experience
• Familiarity with WHS and construction compliance documentation
• Experience coordinating field staff, vehicles, equipment or project schedules
• Experience supporting a business owner or Director directly