Finance & Payroll Officer

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

📋 Description

• Management of supplier invoices:

• Reconcile supplier invoices and obtain sign-off from project leaders.

• Allocate costs in our job management software to the appropriate job and stage.

• Review monthly supplier statements, ensure all invoices and credits are recorded in Xero, and address any discrepancies before month-end.

• Coordinate with the Director to ensure timely payments.

• Accounting system and reconciliation:

• Maintain Xero accounting records and regularly reconcile bank accounts.

• Generate payment files and guarantee accurate recording of transactions.

• Client billing and collections:

• Track client invoice payments issued by the Sales team, send reminders, and escalate according to the debt collection process.

• Keep Directors informed about overdue client invoices.

• Enforce the policy of deposit-before-order for new job supplies.

• Fixed assets and loans:

• Record equipment purchases to fixed asset accounts in Xero and attach invoices and finance documents.

• Collaborate with the accountant on asset and loan accounting, including setups, reconciliations, and agreed-upon journals.

• Financial reporting:

• Prepare end-of-job profit and loss reports for Director review.

• Work alongside the team to review joint venture jobs and ensure correct allocations before profit share distribution.

• Produce monthly expense reports and meet with the Director to discuss risks, savings, and next steps.

• Payroll and contractor payments:

• Process weekly timesheet and payroll data for 10 employees and over 30 ABN contractors (weekly on Fridays).

• Before each weekly pay run, review employee leave and confirm approvals with the Director.

• Set up new employees in Xero and record superannuation fund details during onboarding.

• Submit STP each pay run and finalize STP at year-end.

• Process employee expense reimbursements in Xero.

• Process superannuation contributions through the clearing house.

• ATO lodgements:

• Collaborate with the accountant to prepare BAS/IAS workpapers and reconcile GST and PAYG.

• Obtain Director approval, oversee lodgements, payments, and maintain filing records.

• General finance support:

• Provide information requested by the accountant for P&L, payroll tax, and related filings.

• Coordinate Director responses to tax notices and accountant requests by their due dates.

⛳️ Requirements

• Background in bookkeeping/accounts/payroll.

• Familiarity with Xero (or similar cloud accounting software).

• Proficient with Google Sheets.

• Ability to independently learn new systems.

• Strong attention to detail and capability to work with minimal supervision.

• Interest in AI tools and process automation for continuous improvement.

• Quick learner who adapts to new tools and processes without extensive training.

• Works well with on-site construction teams and maintains discretion with payroll data.

• Results-oriented, takes initiative, and completes tasks efficiently.

• Thrives in a fun, caring team environment where we maintain a light-hearted approach.

• Resourceful, proactive, and always seeking ways to enhance our work processes.

🏝️ Benefits

• Competitive salary package.

• Professional development opportunities.

• Supportive and engaging team culture.

• Flexible working arrangements.