Client Email Management & Xero Bookkeeper

Hey there!

We’re a small, friendly Australian trust accounting and bookkeeping firm that works only with real estate agencies — and we’re looking for someone exceptional at reading, understanding, and managing emails as if you were sitting right here beside us in the office.

This role is all about clear communication, problem-solving, and follow-through. You’ll be the first point of contact across multiple inboxes — reading and really understanding what clients, suppliers, and agents are asking, then taking the right action in Xero or following up to keep things moving.

The Role

You’ll manage daily client and internal emails across our real estate bookkeeping accounts. This isn’t a tag-and-forward position — you’ll be expected to read, interpret, and act with precision and initiative.

You’ll follow threads, chase missing invoices, respond to agents and suppliers, and ensure every message is handled clearly and professionally. You’ll also jump into Xero to reconcile accounts, process supplier invoices, chase credit card receipts, and prepare updates for property settlements and vendor marketing.

Every day will involve thinking — not just doing.

Your Core Responsibilities

Manage and respond to client and supplier emails with professional, fluent written English

Read, interpret, and act on instructions — not just forward or tag them

Process and code supplier invoices in Xero

Follow up missing credit card receipts and statements

Request supplier invoices for property marketing and settlement costs

Prepare payment batches and ABA files for approval

Reconcile accounts payable and receivable

Keep clients updated on property settlements and vendor marketing expenses

Maintain accurate task notes and communication logs (ClickUp, Slack)

About You

You’re experienced in bookkeeping and client communication, with at least 3–5 years working in or alongside accounting firms — ideally with Australian clients. You’re confident in Xero, love clarity, and can write like a native English speaker — concise, professional, and human.

You’re the kind of person who can read between the lines of an email, anticipate the next step, and keep things running smoothly without needing every instruction spelled out.

You also:

Communicate in impeccable written English (this is essential)

Have strong understanding of bookkeeping and Xero

Know your way around accounts payable/receivable

Can confidently deal with suppliers, agents, and property-related billing

Are proactive, reliable, and responsive

Are comfortable working independently but like to stay in sync with the team

Hours

Monday-Friday 9am-3.30pm (AEST).

Why You’ll Love Working With Us

We’re not corporate or uptight — just real, capable people who care deeply about doing good work for our clients. You’ll be supported, trusted, and appreciated for your initiative and intelligence. Every email, every task, every message — you’ll be part of how we keep our clients running smoothly.

How to Apply

If you’re the kind of person who reads every line of an email, writes beautifully, and loves solving small daily challenges, we’d love to meet you AND you have experience as a xero bookkeeper...

Applications close Wednesday 22nd October, with interviews starting Thursday 23rd October.
If shortlisted, you’ll hear directly from us via email.

Looking forward to working together,

— Bec & the Team :)