Operations & Finance Administrator

About this role

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