Executive Assistant, Bookkeeper – Beverage

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

📋 Description

• Daily reconciliation of bank, Shopify, and company card transactions in Xero, matching customer receipts to invoices, and following up on missing receipts from cardholders.

• Review and rectify the coding of supplier invoices processed through Lightyear while maintaining supplier coding defaults.

• Verify invoice approvals and assist with the weekly supplier payment run, including confirming supplier bank details.

• Reconcile supplier statements with Xero and pursue outstanding supplier invoices.

• Oversee accounts payable and supplier inboxes, responding to payment inquiries within 24 hours and escalating non-standard issues.

• Conduct initial checks of staff expense claims in accordance with policy.

• Establish new suppliers and customers, including processing credit applications, onboarding forms, and verifying ABN and bank details.

• Review and reclassify transactions to ensure accurate categorization of revenue, costs, intercompany balances, and balance sheet items.

• Verify and amend GST coding, escalating any queries for review.

• Provide general executive and administrative support to the leadership team.

• Compile monthly board packs, prepare agendas, minutes, action trackers, and maintain the board and shareholder document library.

• Prepare documents for e-signature using DocuSign and follow up on signatures.

• Create meeting agendas and supporting materials.

• Format PowerPoint presentations to a professional standard.

• Keep organized digital filing for financial and administrative records.

• Arrange travel and manage leadership diaries, including capturing itineraries and tax invoices in Xero.

• Maintain compliance, insurance, and contracts registers, sending renewal reminders.

• Provide ad hoc administrative and operational support.

⛳️ Requirements

• Minimum of 2 years of experience as an Executive Assistant with bookkeeping experience.

• Proficient hands-on experience with Xero (essential).

• Knowledge of Australian GST and BAS-related transaction coding.

• Familiarity with AP automation tools (such as Lightyear or similar) and Shopify reconciliations (highly desirable).

• Experience in bank and card reconciliations across multiple entities (desirable).

• Background in supporting a board or company secretary: board packs, minutes, and registers (desirable).

• Proven discretion in handling confidential board, shareholder, and financial information.

• Willingness to leverage AI and automation tools to optimize repetitive tasks.

• Strong proficiency in Microsoft 365, particularly Excel, PowerPoint, Word, and Outlook.

• Availability to work during Sydney business hours, Monday to Friday.

🏝️ Benefits

• Work hours aligned with Sydney business hours, Monday to Friday.

• Holidays: To follow.