Real Estate Accounting Virtual Assistant – NSW

We are looking for a highly skilled and detail-oriented Real Estate Accounting Virtual Assistant to join our team and support a well-established real estate agency based in New South Wales (NSW). This position is perfect for a professional with substantial Australian real estate trust accounting experience who can skillfully manage trust accounts, bookkeeping, and financial administration—ensuring strict compliance with NSW real estate regulations.

As a key member of our accounting operations, you will collaborate closely with agency leadership, the property management team, and our external accountant to uphold accurate financial records, meet reporting deadlines, and provide vital accounting support to our day-to-day business.

Key Responsibilities

Trust Accounting

• Perform daily trust account reconciliations
• Process rental receipts, owner disbursements, creditor payments, and sales deposit transactions
• Manage bond payments, refunds, and trust account adjustments
• Review and reconcile trust ledgers, investigating and resolving discrepancies
• Prepare month-end trust accounting reports
• Assist with NSW trust account audit preparation
• Maintain compliance with NSW Fair Trading trust accounting requirements

Accounts Payable & Receivable

• Process supplier invoices and payment requests
• Prepare payment batches for approval
• Monitor outstanding accounts and follow up on overdue invoices
• Maintain accurate supplier and creditor records
• Respond to account inquiries from landlords, tenants, and suppliers

Bookkeeping & Financial Administration

• Perform bank and credit card reconciliations
• Maintain accurate bookkeeping records using Xero
• Raise invoices and allocate incoming payments
• Assist with payroll, superannuation, employee reimbursements, BAS, and IAS preparation
• Support month-end reporting and financial reconciliations
• Organize and maintain digital financial records and supporting documentation

Reporting & Compliance

• Prepare weekly and monthly financial reports
• Monitor arrears, cash flow, creditor payments, and outstanding invoices
• Ensure all transactions are properly documented and approved
• Support internal and external audits
• Identify discrepancies, financial risks, and recommend process improvements
• Maintain strict confidentiality when handling all financial information

Qualifications

• Minimum of 2 years of Australian accounting or bookkeeping experience
• Previous experience within an Australian real estate agency
• Demonstrated expertise in Australian real estate trust accounting
• Strong understanding of NSW trust accounting and Fair-Trading compliance
• Proficiency in Xero
• Experience with accounts payable, accounts receivable, bank reconciliations, and financial reporting
• Advanced Microsoft Excel or Google Sheets skills
• Excellent attention to detail and strong organizational skills
• Strong written and verbal English communication skills
• Proven ability to work independently and consistently meet deadlines

Preferred Systems Experience

• PropertyMe
• Property Tree
• Console Cloud
• Reapit
• Agentbox
• VaultRE
• Inspection Express
• Managed App
• Ailo
• Xero
• Dext or Hubdoc
• Microsoft Office
• Google Workspace

Ideal Candidate Profile

We are seeking candidates who:

• Have robust Australian real estate trust accounting experience
• Are highly organized, accurate, and process-driven
• Proactively identify and resolve discrepancies
• Are comfortable managing multiple properties, entities, or trust accounts
• Work independently, maintaining excellent communication with the Australian team
• Demonstrate confidentiality and professionalism at all times
• Take initiative to improve accounting processes and efficiency

Key Performance Indicators (KPIs)

• Accurate daily trust account reconciliations
• Zero unresolved trust account discrepancies
• Timely processing of supplier invoices and payment batches
• Accurate bank and credit card reconciliations
• On-time, comprehensive month-end reporting
• Complete and audit-ready financial records
• Consistent follow-up of overdue accounts
• Quick escalation of financial risks or compliance issues

What We Offer

• Permanent work-from-home arrangement
• Full-time or part-time opportunities
• Australian business hours
• Long-term employment
• Supportive and collaborative team environment
• Opportunities for career growth
• Chance to work with an established Australian real estate agency