Offer summary

Qualifications:

At least 2 years of experience in Data Entry and Administrative Assistant roles., Experience in the construction industry or with global companies, particularly AU/NZ clients., Strong attention to detail and excellent organizational skills., High degree of computer literacy, especially in Microsoft Office and familiarity with Buildertrend, Xero, and ApprovalMax..

Key responsibilities:

Manage the company’s accounts email inbox, ensuring timely responses to all emails.

Ensure contractor and supplier invoices meet company requirements and are processed accurately.

Coordinate with internal teams regarding invoice discrepancies and maintain supplier details in Xero.

Perform other administrative duties as required, demonstrating strong communication and time management skills.

Job description

Complete Outsourcing Solutions is a trusted partner in delivering comprehensive, end-to-end outsourcing services tailored to meet the evolving needs of businesses across various industries. With a strong focus on operational efficiency, cost-effectiveness, and service excellence, the company provides expert solutions in areas such as customer support, back-office operations, IT services, and finance and accounting.

Health Insurance/HMO
Enjoy unlimited MadMax Coffee
Diverse learning & growth opportunities
Accessible Cloud HR platform (Sprout)
Above standard leaves

Oversee and manage the company’s accounts email address inbox, ensuring that all emails are addressed within two business days.
Ensure that all contractor and supplier invoices comply with the company's requirements by including a Purchase Order number, clearly listed payment date terms and that the claim amount is correct.
Communicate with suppliers and contractors as needed to ensure their invoices are resubmitted correctly if they are not accurate.
Timely load and process all contractor and supplier invoices into Buildertrend and Accounting Software (Xero) following the established process.
Accurately enter all approved contractor and supplier invoices into Buildertrend and ApprovalMax (the internal invoice approval system).
Manage the Accounts Payable system to ensure all invoices are accurately uploaded to ApprovalMax.
Coordinate with internal Project Managers and the Commercial team as needed if the invoice amount exceeds the Purchase Order.
Ensure all supplier and contractor details are up to date in Xero including all contact details, ABN, GST settings and payment terms.
Other duties as required.

At least 2 years proven experience in Data Entry and Administrative Assistant.
Experience working in the construction industry or for a global company.
Experience working with AU/NZ companies/clients.
Strong attention to detail. Excellent organizational and time management skills.
Strong communication skills High degree of computer literacy, in particular Microsoft (Outlook, Excel) Ideally previous experience with Buildertrend, Xero, ApprovalMax preferred
Be able to work to tight deadlines whilst maintaining accuracy with strong attention to detail.
High performer who is able to work autonomously or as a member of a team.
Highly developed interpersonal and communication skills Self-motivated and driven.
Resilient, able to work under pressure and can adjust to change.
Takes responsibility and accountability for own actions.
Positive can-do attitude. Strong work ethic and is a team player. Ready to take on new challenges and is willing to learn. Strong Personal Integrity.