Accounts & Operations Administrator / Bookkeeper (012-1262)

​​Looking for Philippines-based candidates

• Upload and code supplier bills in Xero.
• Complete bank and account reconciliations.
• Prepare customer invoices with supporting spreadsheets, operator dockets and relevant documentation.
• Manage accounts payable and receivable administration.
• Handle customer account enquiries, discrepancies and credits.
• Monitor outstanding accounts and assist with payment follow-up.
• Maintain and update cash-flow forecasts.
• Complete end-of-month financial and trucking/docket reporting.
• Maintain accurate customer, supplier and job financial records.
• Cash flow management
• Prepare, submit IAS, BAS, Super to the ATO through Xero
• Budgeting 

• Prepare and process weekly payroll.
• Review timesheets and supporting records before processing.
• Set up new employees across required systems.
• Maintain employee records, leave information, licenses and onboarding documentation. 

• Manage and action business emails.
• Maintain daily operational spreadsheets and records.
• Review incoming operator/driver dockets for accuracy and completeness.
• Assist with daily employee, truck and machinery allocations.
• Prepare and issue quotes.
• Follow up outstanding quotes and customer enquiries.
• Coordinate site visits and appointments.
• Maintain organised electronic filing and document control.
• Provide general administrative support and overflow as required.

• Assist in preparation of SWMS
• Assist with quality assurance and ISO documentation.
• Maintain required project, fleet and compliance records.
• Identify and follow up missing documentation, purchase orders or information. 

• Previous bookkeeping, accounts or senior administration experience.

• Strong working knowledge of Xero.
• Job costing and cash-flow forecasting experience.
• Experience with payroll, invoicing and reconciliations.
• Advanced spreadsheet skills including lookups, pivot tables and reporting.
• Strong Google Sheets skills, including formulas, filtering and data management.
• Confident using Google Docs, Outlook and cloud-based systems.
• Strong numerical ability and attention to detail.
• Ability to work across multiple sources of information and identify discrepancies.
• Excellent organisation and time-management skills.
• Strong written and verbal communication.
• Ability to work independently and manage recurring deadlines.
• High level of confidentiality and professionalism.
• Confidence dealing directly with customers, suppliers and employees.

• Construction, civil, earthworks, transport or heavy-vehicle industry experience.
• Experience with construction dockets, purchase orders and plant/truck hire.
• Experience with SWMS and construction compliance.
• Experience with process improvement or administrative automation.

We are looking for someone who is proactive, organised and naturally works autonomously. They notice when something doesn't look right, investigate it and follow it through rather than waiting for management to identify the problem. 

The ideal person is:

• Highly organised and methodical.
• Naturally confident with numbers and systems.
• Accurate and detail-focused.
• Proactive rather than reactive.
• Comfortable taking ownership of their responsibilities.
• Able to prioritise in a fast-moving environment.
• Confident asking questions and following people up.
• Professional and approachable with customers and employees.
• Able to work independently without constant direction.
• Reliable with deadlines and recurring tasks.
• Interested in improving processes and finding more efficient ways of working.
• Someone who closes the loop — if they start something, they make sure it is resolved. 

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)