Offer summary

Qualifications:

Experience in the construction or building industry is preferred., Proficiency in Xero accounting software is required., Strong attention to detail and excellent organizational skills are essential., Good communication skills for interacting with suppliers and contractors are necessary..

Key responsabilities:

Process incoming invoices and match them to jobs and budgets.

Track project progress and maintain organized financial documentation.

Prepare payment batches for final approval and respond to supplier inquiries.

Support the transition between software systems as needed.

Job description

This is a remote position.

Job Title: Contract Administrator/Bookkeeper VA

Work Schedule: Monday to Friday 9:00am to 6:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Candidate-facing description: Join a growing luxury home building company as a Contract Administrator/Bookkeeper VA where you’ll be the backbone of their financial operations. In this role, you’ll ensure smooth financial workflows by processing invoices, tracking project costs, and maintaining clear communication with suppliers and contractors. This position offers the opportunity to significantly impact a business by creating systems that allow the leadership team to focus on growth while you maintain operational excellence. Your attention to detail and organizational skills will be valued and recognized as essential to the company’s success.

Responsibilities:

Process incoming invoices from the accounts email inbox into the company’s project management system and accounting software
Match invoices to the appropriate jobs, budgets, and purchase orders to maintain accurate job costing
Track and document project progress, materials, and hours based on contractor reports
Ensure proper documentation of all financial transactions
Apply appropriate payment terms (14-30 days) based on supplier agreements
Prepare payment batches in Xero for final approval
Respond to inquiries from suppliers and contractors regarding payment status
Maintain organized records of all financial documentation
Follow up with trades and suppliers regarding payment dates and terms
Support the transition between software systems if/when the company changes from their current setup

Requirements

Experience with construction or building industry terminology and processes
Proficiency with Xero accounting software
Familiarity with project management software (experience with Build Logic is a plus)
Strong attention to detail, particularly for matching invoices to jobs
Excellent organizational skills to maintain clear documentation
Good communication skills for interacting with suppliers and contractors
Ability to work independently and proactively identify issues
Experience with accounts payable processes
Understanding of basic bookkeeping principles
Adaptability to learn new software systems