Accounts & Admin Specialist

This is a remote position.

Job Overview

We are seeking a detail-driven Accounts & Admin Specialist to support our client’s construction operations in Australia. This role is critical in managing a high volume of invoices, ensuring accurate project cost tracking, and providing reliable financial reporting to support business decisions.

The role is primarily focused on accounts administration and project reporting, with additional general administrative support as required. This is a back-office role with no direct client interaction.

Requirements

Key Responsibilities

Accounts & Project Costing

• Process and manage high-volume invoices daily
  
• Accurately allocate invoices to multiple construction projects in Xero
  
• Maintain up-to-date records of supplier balances and payment status
  
• Ensure invoices are properly categorized for accurate project costing
  
• Enter invoice data into Xero and internal CRM systems
  

Reporting

• Prepare regular project cost reports for management
  
• Track project spend against budgets and flag cost overruns
  
• Provide quick access to information on:
  
• Outstanding supplier balances
  
• Paid vs unpaid invoices
  
• Project-level cost summaries
  

Administrative Support

• Handle general administrative and documentation tasks as assigned
  
• Complete paperwork related to utilities or service applications (e.g., gas connections)
  
• Support internal admin teams during peak workloads
  
• Maintain organized digital filing systems
  

What This Role Will NOT Handle

• No BAS preparation or lodgements
  
• No tax filings or statutory accounting
  
• No direct client or supplier phone communication
  

Required Skills & Experience

• Strong experience using Xero (essential)
  
• Proven background in accounts administration or bookkeeping
  
• Experience handling multiple projects or cost centres
  
• High attention to detail and accuracy
  
• Strong reporting and data management skills
  
• Proficiency in Microsoft Excel, Word, and basic spreadsheets
  
• Ability to work independently in a remote environment
  

Preferred Experience

• Experience in construction, building, real estate or trade-based businesses
  
• Familiarity with project-based accounting
  
• Experience working with custom CRMs or internal systems