Bookkeeper & Administrator

We are a leading flooring and project management company specialising in the delivery of high-quality commercial projects. With 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 Finance Administrator to support our finance function and business compliance requirements. The role is primarily focused on accounts payable, purchase orders, bank reconciliations, and maintaining accurate financial records. We would also like this role to assist with the compliance such as attending to SWIM safe methods, inbox management, and ad hoc assistance to the Project Managers. The successful candidate will work with cloud-based systems including Xero, Hubdoc and Microsoft products, with experience in Buidxact preferred but not required.

We are looking for someone to work part-time hours: 20 hours a week, spread as 4 days each Monday, Tuesday, Thursday and Friday.

Key Responsibilities
Accounts Payable:
o Manage invoices that arrive via email into 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.

General Administration Support:
o Setting up SWIMs for each new job, and assisting with the start up kit.
o Assistance with scheduling.
o Managing an inbox and communicating with customers and suppliers.
Ideal Qualifications & Attributes
• 2+ years in bookkeeping, financial administration, or accounts payable.
• Experience with Xero and cloud-based finance systems.
• Familiarity with Buildxact + PO workflows in construction.
• Strong knowledge of GST in Australia and how it applies to invoices and expenses.
• Experience in Australian Payroll processing.
• 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
• 4-day part time availability during Australian business hours (AEST/AEDT), on Monday, Tuesday, Thursday and Friday.
• 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 work environment where your contribution is valued.

Application Process
Please submit:
• Your updated resume and a cover letter.
• Your LinkedIn profile.
• Names and contact details of three references (2 professional + 1 personal).
• Responses to the following test questions.

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 Xero without a matching PO from the project management system Buildxact, what steps would you take?
2. Practical AP Scenario
o You receive an invoice for concrete supplies emailed into the accounts Inbox. The PO in Buildxact shows 100 units at $10 each, but the invoice shows 120 units at $10 each. What would you do before processing this invoice?
3. 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?