Accounts Administration Manager & Executive Assistant (Finance and Contracts)

Accounts Administration Manager & Executive Assistant (Finance and Contracts)

About Us

We are an Australian construction, engineering and infrastructure business seeking an experienced Accounts Administration Manager and Executive Assistant to support company leadership across finance, administration, contracts and business operations.

This is a key role responsible for ensuring the financial and administrative functions of the business operate efficiently and accurately.

You will work directly with senior management and be trusted with confidential financial, contractual and operational information.

Position Overview

The Accounts Administration Manager will act as the central coordination point for:

- Accounts receivable
- Accounts payable
- Cash flow administration
- Contract administration
- Executive support
- Compliance tracking
- Reporting and administration

This role requires someone who is highly organised, financially literate and capable of managing multiple priorities simultaneously.

Key Responsibilities

Finance & Accounts Administration

- Prepare and issue customer invoices
- Monitor accounts receivable
- Follow up overdue payments
- Process supplier invoices
- Maintain accounts payable registers
- Reconcile supplier statements
- Reconcile bank accounts
- Prepare weekly cash flow reports
- Assist with monthly financial reporting
- Maintain project cost tracking spreadsheets
- Assist external accountants and auditors
- Prepare payroll information for processing
- Maintain financial filing systems

Executive Assistant Responsibilities

- Manage executive calendars
- Coordinate meetings and appointments
- Prepare meeting agendas and minutes
- Manage travel arrangements where required
- Draft correspondence and reports
- Monitor action items and deadlines
- Assist with management reporting
- Maintain executive task registers

Contracts Administration

- Maintain contract registers
- Track contract deliverables and obligations
- Manage insurance and compliance documentation
- Monitor contract expiry dates
- Track purchase orders and subcontract agreements
- Maintain project correspondence registers
- Coordinate document control
- Manage variations and contract amendments
- Assist with claims and progress payment administration

Project Administration

- Maintain project records
- Track project budgets
- Monitor project milestones
- Coordinate document submissions
- Prepare weekly project reports
- Assist with tender administration
- Maintain client and supplier databases

Compliance Administration

- Maintain insurances and licences
- Track subcontractor compliance requirements
- Maintain quality management records
- Manage document registers
- Support ISO and compliance requirements

Required Skills

- Strong bookkeeping and accounting experience
- Excellent Microsoft Excel skills
- Experience with accounting software
- High attention to detail
- Strong written and verbal English communication
- Excellent organisational skills
- Ability to manage confidential information
- Experience supporting senior management
- Ability to work independently

Preferred Experience

- Australian construction industry experience
- Contract administration experience
- Accounts administration experience
- Executive assistant experience
- NetSuite experience
- Xero experience
- MYOB experience
- Microsoft SharePoint experience
- Construction project administration experience

Key Performance Indicators

- Accounts receivable aging
- Invoice processing accuracy
- Supplier payment accuracy
- Contract register accuracy
- Reporting deadlines achieved
- Executive action items completed
- Compliance records maintained
- Cash flow reporting accuracy

Screening Questions

1. Have you worked for an Australian business?
2. What accounting software have you used?
3. Describe your accounts payable experience.
4. Describe your accounts receivable experience.
5. Have you managed contract registers?
6. Have you worked in construction, engineering or infrastructure?
7. What advanced Excel functions can you perform?
8. Have you supported senior executives before?
9. What is your expected monthly salary in AUD?
10. Please provide a short video introducing yourself and explaining your experience.

Working Hours

Full-time (40 hours per week)

Australian Eastern Time preferred.

Salary

Based on experience and qualifications.