Bookkeeper & Administrator

Position Description – Bookkeeper (Full Time, Remote – Philippines)

We are a family owned and operated Commercial Painting Company with over 90 years combined experience, we have grown significantly in the past few years to successfully service all Commercial Painting contracts across all of Regional Victoria including Ballarat, Geelong & Melbourne. We take pride in accuracy, efficiency, and attention to detail across both our finance and operational functions.
We are seeking a detail-oriented and reliable Bookkeeper & Administrator to support our finance function and business compliance requirements. The role is partly focused on accounts payable, purchase orders, bank reconciliations, and maintaining accurate financial records. The other focus will be assisting with the compliance such as attending to SWIM safe methods, inbox management, and attend to other Occupational Health & Safety compliance requirements. The successful candidate will work with cloud-based systems including Xero, Simpro and Microsoft products.

Key Responsibilities
•Accounts Payable:
o Manage invoices that arrive via email into Simpro or Xero, ensuring they are coded correctly.
o Confirm every invoice is linked to a Purchase Order (PO) before being synced into Xero. Ensure costs are correctly allocated to the right projects/jobs.
o Identify mismatches between invoices and POs and escalate for review.
o Process supplier invoices accurately and in a timely manner.
o Reconcile supplier statements and maintain accurate AP ledgers.
•General Bookkeeping:
o Perform bi-weekly reconciliations in Xero.
o Ensure all transactions are accurately allocated with supporting documentation.
o Attend to payroll for 5-8 staff.
o Assist with general ledger reconciliations.
o Provide financial admin support to the finance team as required.
o Inter-company loan reconciliations.
o End-of-month close checklist & preparation of monthly reports.
•General Administration, Compliance & OH&S Support:
o Set up SWMS / SWIMs and job compliance documentation in Simpro for each new project, ensuring all required documents are completed and issued prior to site commencement.
o Assist with job start up administration in Simpro, including linking relevant compliance documents to jobs and supporting the operational start up process.
o Prepare, complete, and maintain supplier and subcontractor warranty documentation, including:
? Completing warranty templates where required
? Collecting warranty information from suppliers and subcontract painters
? Ensuring warranties meet head contractor and builder requirements
? Uploading and filing warranties correctly in Simpro and internal systems
o Compile and maintain builder / head contractor welcome packs for operational teams using information stored in Simpro, including:
? Builder and site contact details
? Site address and project information
? Relevant induction, onboarding, and administrative documentation
o Maintain accurate and up to date builder, head contractor, and subcontractor records in Simpro, including contact details, compliance documents, and job specific requirements.
o Support a highly subcontractor reliant commercial painting environment, ensuring documentation flows correctly between painters, suppliers, head contractors, and internal teams.
? Provide general administrative support including inbox management, scheduling assistance, and compliance tracking as required.

Ideal Qualifications & Attributes
• 2+ years in bookkeeping, financial administration, or accounts payable.
• Experience with Xero and cloud-based finance systems.
• Familiarity with Simpro + PO workflows in construction.
• Strong knowledge of GST in Australia and how it applies to invoices and expenses.
• Exceptionally high attention to detail and accuracy.
• Organised and structured work habits.
• Strong communication skills and English proficiency (written).
• Previous experience with Australian businesses (construction industry preferred).
Practical Requirements
• 5-day availability during Australian business hours (AEST/AEDT).
• Quiet, dedicated workspace.
• Reliable high-speed internet connection with back-up access.
• Commitment to a long-term role.
We Offer
• Training and support from an experienced finance team.
• Long-term growth opportunities within a stable, established company.
• A supportive and professional remote work environment where your contribution is valued.

Application Process
Please submit:
• Your updated resume and LinkedIn profile link.
• Names and contact details of three references (2 professional + 1 personal).
Test Questions (for application)
1. Purchase Orders
o Why is it important to ensure that every invoice is matched to a PO in the construction industry?
o If an invoice comes into SmoothX (ProScan which is a part of Simpro software) without a matching PO, what steps would you take?
2. GST
o An invoice shows a total of $5,500 including GST. How much is the GST component, and what is the net amount before GST?
o A subcontractor’s invoice comes through SmoothX but states “Not registered for GST.” How would you code this in Xero?
3. Practical AP Scenario
o You receive an invoice for concrete supplies emailed into SmoothX. The PO in Procore shows 100 units at $10 each, but the invoice shows 120 units at $10 each. What would you do before processing this invoice?
4. Bank Reconciliation
o During reconciliation, you notice a $200 payment in the bank feed that does not yet match to a bill in Xero. What process would you follow?

Thanks in advance for your consideration and application.