Executive Assistant, Bookkeeping Coordinator

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

📋 Description

• Oversee daily bookkeeping tasks and ensure precise financial records are maintained in Xero.

• Handle supplier invoices, accounts payable, customer billing, accounts receivable, and follow up on outstanding accounts.

• Conduct reconciliations for bank accounts, credit cards, and supplier statements.

• Prepare payment runs for suppliers, subject to management approval.

• Manage the chart of accounts while applying the appropriate GST treatment.

• Process reimbursements for employee expenses and maintain relevant financial documentation.

• Assist in month-end and financial reporting activities.

• Execute weekly payroll based on employee timesheets, including overtime, allowances, bonuses, commissions, leave, and additional adjustments.

• Address payroll and payslip inquiries from employees.

• Complete Single Touch Payroll (STP) reporting, superannuation, and LeavePlus reporting and administration.

• Maintain payroll records for employees, including pay rates, leave balances, and payroll configurations in Xero.

• Support payroll administration for employee onboarding and termination processes.

• Understand and apply relevant provisions of the Electrical, Electronic and Communications Contracting Award [MA000025], escalating issues that require further guidance.

• Keep accounting and operational data updated in ServiceTitan.

• Review accounting reports and journals in ServiceTitan, ensuring they reconcile with Xero.

• Maintain the ServiceTitan price book, which includes services, materials, warranties, pricing, and images.

• Collaborate with technicians, management, wholesalers, and suppliers regarding incomplete information, invoices, credits, statements, and purchase orders.

• Investigate and resolve discrepancies between ServiceTitan and Xero.

• Maintain organized electronic records and provide proactive updates to management.

• Gradually take ownership of daily bookkeeping, payroll, accounts, and related administrative tasks following handover and training.

⛳️ Requirements

• Demonstrated experience in bookkeeping or accounting, with a solid understanding of Xero.

• Recent practical experience with Australian accounting standards, including GST, superannuation, payroll, and end-of-financial-year processes.

• Proficient in Microsoft Excel.

• Comfortable learning ServiceTitan or comparable field service management software; prior experience is advantageous but not mandatory.

• Exceptional written and verbal communication skills in English.

• Available to overlap with Australian business hours (Bendigo, Victoria) for regular meetings and teamwork.

• Highly organized, detail-oriented, and trustworthy, capable of working independently while managing confidential financial information.

• Proactive approach, able to take ownership, identify discrepancies, investigate issues, ask questions, communicate clearly, manage recurring tasks independently, and recognize when escalation is necessary.

• Willing to disclose any ongoing roles or client work.

• Willing to reflect the engagement on LinkedIn as “Independent Contractor.”

🏝️ Benefits

• 100% remote work from home.

• Flexible time management as an independent contractor, while coordinating with Australian business hours.

• Opportunities for future growth with expanded finance and administration responsibilities.

• Potential to assist with recruitment and Health & Safety/WHS administration as the business expands.