Admin and Accounts Assistant

This is a fully remote position, open to applicants in Australia.

📋 Description

• Oversee shared inboxes and address routine inquiries

• Handle incoming phone calls, take messages, and route inquiries appropriately

• Manage correspondence while maintaining both digital and physical files

• Perform data entry, prepare necessary documents, and keep calendars updated

• Coordinate information, follow up on outstanding documents and approvals, and escalate urgent or sensitive issues

• Receive, verify, and input supplier and subcontractor invoices into Xero

• Confirm approvals and supporting documents while identifying duplicate or incomplete invoices

• Organize invoices and receipts, and maintain fundamental accounts payable and receivable records

• Assist with payment processing and bank or credit-card reconciliations as instructed

• Organize project files, supplier records, purchase orders, variations, approvals, and client correspondence

• Support the project team in document collection and follow-up

• Keep accurate records for management and the external accountant

• Provide everyday administrative, communication, invoice-processing, and routine bookkeeping assistance

⛳️ Requirements

• Prior experience in an administrative assistant, office assistant, accounts administration, or similar mid-level position

• Practical bookkeeping experience, particularly in invoice processing and maintaining basic financial records

• Familiarity with using Xero for routine bookkeeping duties

• Experience interacting with Australian clients or businesses is essential

• Excellent written and verbal communication skills in English

• Strong email etiquette and telephone communication skills

• Good organizational skills and attention to detail

• Precise data entry and document filing abilities

• Proficient in Microsoft Office or Google Workspace

• Capability to manage routine tasks and meet deadlines

• Basic knowledge of invoices, GST, accounts payable, and Australian business administration

• Ability to handle confidential information with discretion

• Openness to seek guidance when necessary

🏝️ Benefits

• Comprehensive training on business processes, communication channels, document systems, invoice procedures, and project files

• Direction on the company's preferred Xero workflow and expectations for Australian client service