This is a remote position.
About the role
Our client is seeking a reliable and organised Admin and Accounts Assistant to support the day-to-day administration of its residential home-building business. The role is primarily administrative and will involve monitoring and responding to emails, answering incoming calls, managing documents, coordinating information, processing invoices, and providing general support to the directors and project team.
This is a mid-level position for someone with solid administrative experience and practical bookkeeping experience. The successful candidate will be comfortable using Xero for routine invoice processing and basic accounts tasks, and communicating professionally with Australian clients, suppliers, subcontractors, consultants, accountants, and other stakeholders.
Requirements
Key responsibilities
- Administration and communication: monitor shared inboxes; respond to routine enquiries; answer incoming calls; take messages; direct enquiries; manage correspondence; maintain digital and paper files; complete data entry; prepare documents; update calendars; coordinate information; follow up outstanding documents and approvals; and escalate urgent or sensitive matters. Invoice processing and bookkeeping support: receive, check, and enter supplier and subcontractor invoices into Xero; verify approvals and supporting documents; identify duplicates or missing information; file invoices and receipts; maintain basic accounts payable and receivable records; assist with payment information; monitor outstanding items; and support bank or credit-card reconciliations as directed. Project and office support: organise project files, supplier records, purchase orders, variations, approvals, and client correspondence; assist the project team with document collection and follow-up; and maintain accurate records for management and the external accountant.
Essential experience
- Previous experience in an administrative assistant, office assistant, accounts administration, or similar mid-level role. Practical bookkeeping experience, including invoice processing and maintaining basic financial records. Experience using Xero for routine bookkeeping tasks. Experience communicating with Australian clients or Australian businesses is required.
Essential skills
- Clear and professional written and verbal English communication; strong email and telephone manner; good organisation and attention to detail; accurate data entry and document filing; confidence using Microsoft Office or Google Workspace; ability to manage routine tasks and deadlines; basic understanding of invoices, GST, accounts payable, and Australian business administration; discretion with confidential information; and willingness to ask for guidance when needed
Desirable experience
- Experience in residential construction, building, property development, architecture, or another project-based business; familiarity with subcontractor invoices, purchase orders, project files, and variations; and experience with Xero Payroll, Dext, Hubdoc, ApprovalMax, Tradify, Buildertrend, or similar systems. A Certificate III or IV in Business Administration, Accounting and Bookkeeping, or a related discipline is advantageous.
Training and support
- Our client will provide onboarding on its business processes, communication channels, document systems, invoice procedures, and project files. The successful candidate will receive guidance on the company’s preferred Xero workflow and Australian client-service expectations. Accounting, tax, payroll, and compliance matters outside the role’s scope will be referred to management or the external accountant.
Role boundaries
- The role will support day-to-day administration, communication, invoice processing, and routine bookkeeping assistance. It is not a senior accounting, tax, payroll, or management position. The successful candidate is not expected to provide accounting advice, make final financial decisions, or independently prepare and lodge BAS, payroll, or other statutory submissions. Questions outside the role’s scope should be escalated promptly.
Benefits
Candidate Profile
- The ideal candidate is dependable, approachable, organised, and comfortable working across administration and routine bookkeeping support. They can communicate professionally with Australian clients and business contacts, keep accurate records, follow up outstanding items, and complete daily tasks with limited supervision. They should be comfortable seeking clarification and escalating issues when a matter requires management or accountant input.
What success looks like
- Emails and phone enquiries receive prompt and professional responses. Office and project records are organised and current. Supplier and subcontractor invoices are processed accurately and on time. Xero records and supporting documents are maintained consistently. Outstanding information, approvals, and invoice issues are followed up and escalated appropriately. Management and the external accountant receive complete and well-organised information when required.
Application requirements
- Please provide a resume outlining your administrative and office-support experience, bookkeeping and Xero experience, invoice-processing responsibilities, and experience communicating with Australian clients or businesses. Please also include your availability, preferred working arrangement, and expected remuneration.
