Senior Office Administrator, Xero

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

📋 Description

• Ensure all records within Xero are accurate and maintained up-to-date

• Process supplier invoices accurately and apply the correct codes

• Reconcile payments received from customers and statements from suppliers

• Oversee accounts payable and receivable, monitor due dates and outstanding invoices

• Draft supplier payment schedules for approval by management

• Distribute customer statements, send payment reminders, and follow up on overdue accounts

• Generate weekly customer invoices and keep invoicing records organized

• Provide BAS and bookkeeping information to the external bookkeeper/accountant

• Assist in monitoring and reporting on cash flow

• Review and process employee timesheets, preparing weekly payroll using Xero

• Create payroll and payment files for final approval from management

• Finalize payroll records, distribute payslips, and assist with superannuation processing

• Maintain comprehensive employee and payroll records

• Manage communication channels, including calls, emails, correspondence, and the Director's inbox, calendars, and appointments

• Prepare materials for quote meetings and aid in client onboarding processes

• Organize and maintain company records, registers, and filing systems

• Monitor outstanding tasks and follow up on necessary actions

• Establish and maintain job files from the time of quote acceptance to project completion

• Schedule labor, equipment, trucks, and subcontractors

• Coordinate deliveries, waste removal, and site requirements

• Assist with permits, inspections, project administration, WHS documentation, SWMS, and inductions

• Track project progress and assist in work-in-progress reporting

• Maintain licenses, insurances, permits, registrations, certifications, and compliance records

• Monitor expiry dates and manage renewals

• Keep employee and subcontractor compliance documentation up to date

• Utilize Xero, Microsoft Excel, Microsoft 365, Emvisage, and Pay.com.au for administrative and operational tasks

⛳️ Requirements

• Prior experience in roles such as Office Administrator, Accounts Administrator, Bookkeeper, or similar

• Proficient practical experience with Xero is essential

• Familiarity with accounts payable and accounts receivable processes

• Experience in executing bank/payment reconciliations

• Previous experience in payroll administration is required

• Strong skills in Microsoft Excel

• Excellent written and verbal communication skills in English

• Outstanding organizational skills and attention to detail

• Ability to manage regular daily and weekly deadlines

• Comfortable in following up with customers, suppliers, and employees for necessary information

• Capable of identifying discrepancies instead of making assumptions

• Proactive working approach with the ability to work independently

• Prior experience supporting a construction, demolition, excavation, waste management, or trades business in Australia is highly desirable

• Australian experience with Xero and payroll is highly desirable

• Familiarity with WHS and compliance documentation in construction is highly desirable

• Experience in coordinating field staff, vehicles, equipment, or project schedules is highly desirable

• Experience directly supporting a business owner or Director is highly desirable

🏝️ Benefits

• Public holidays observed in Australia

• Additional time off granted at the owner's discretion