Operations & Invoicing Assistant

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

📋 Description

• Review completed jobs on a daily basis to ensure all are invoiced within a 24-hour timeframe.

• Precisely calculate invoice amounts in accordance with job specifications and pricing guidelines.

• Generate and issue invoices containing accurate client information and detailed line items.

• Update internal systems to reflect the status and tracking of invoices.

• Identify and flag any incomplete or unusual job details that require clarification.

• Promptly escalate any exceptions or discrepancies as needed.

• Monitor outstanding invoices and send timely reminders for payment.

• Assist with bookkeeping functions, including reconciliation and maintaining precise records.

• Manage and keep an organised inbox, ensuring timely responses to inquiries.

• Coordinate purchase orders and track the delivery of supplies.

• Ensure accurate and consistent data across all internal systems.

• Prepare and distribute regular reports to both clients and internal stakeholders.

• Act as the primary point of contact for client inquiries via email and phone.

• Build and nurture strong relationships with clients.

• Proactively follow up on ongoing and upcoming jobs.

• Support sales initiatives by following up on leads and identifying potential opportunities.

• Assist in preparing quotes for non-standard or larger projects.

• Monitor client activity and contribute to business performance reporting.

• Identify opportunities to enhance workflows, accuracy, and efficiency.

• Maintain a high level of organisation across systems and processes.

• Provide support for additional administrative and operational tasks as required.

• Handle sensitive business and financial information with the utmost professionalism.

⛳️ Requirements

• Minimum of 2 years of demonstrated experience in administrative, invoicing, or operational support roles.

• Familiarity with Xero or similar cloud-based accounting software.

• Excellent written and verbal communication skills in English.

• Strong attention to detail—accuracy is essential, particularly in invoicing.

• Comfortable with learning and utilizing new tools and systems.

• Proactive and dependable, with the capacity to work independently.

• Strong organisational and time management abilities.

• Availability to work during Australian business hours.

• Experience in supporting production, trade, or related industries is advantageous but not mandatory.

🏝️ Benefits

• Opportunity to work in a dynamic and supportive environment.

• Access to professional development and training opportunities.

• Competitive salary and benefits package.