Administrative and Financial Assistant

Are you looking for an exciting and varied role?

At Offshore Virtual Assistants, a well-respected Australian Outsourcing company, we are looking to support our client, who owns a successful Home Construction and renovation company in Australia, with an ever-growing workflow. You would be joining a small, friendly and collaborative team. Our client is committed to making their client experience as simple, stress-free and straightforward as possible. The service they deliver is paramount and this role will play an integral part in the delivery of this.

We are looking for a loyal team member, an Administrative and Finance Assistant, who is caring and committed for the long term. The chosen candidate will be responsible for ensuring the accounts are kept up to date, generating financial reports for the accountant together with administration tasks ie completing contracts, emailing questionnaires and following up on leads.

Responsibilities

PRIMARY ROLE

– Be able to reconcile accounts with a high level of accuracy & check to make sure all is correct
– Enter invoices/receipts into Xero
– Save invoices/receipts to relevant job folders
– Add data from invoices to spreadsheets as required & prepare weekly invoices as per Contract specification
– Cross-check monthly statements against invoices in Xero & folders
– Understand & utilise job codes & account codes in Xero
– Cross-check, confirm, and amend hours in the BuilderTrend program to match invoices. Be able to question/query a discrepancies
– Understand when GST is required & check ABN’s online to make sure GST entries are correct.
– Ability to use & follow Asana
– Prepare Xero reports as required. e.g. Profit & Loss etc.
– Prepare Contract Variation invoices
– Prepare Contract Stage Payment invoices
– Be able to follow/check when Stage payments are due (via Asana/Xero) & follow them up so invoicing is not late
– Be able to prepare/finalise client quotes

SECONDARY ROLE

Administration

– Sending welcome emails to clients to introduce the company & take full details of transaction
– Ensuring correct paperwork, creating contracts for clients,
– Following and updating processes
– Logging client documentation and updating details on the CRM

ADMINISTRATION TASKS

– PA to the CEO – Diary, calendar and email management
– Taking action by coordinating, tracking and following up on administration/ project tasks
– Transcribing audio meeting notes from site meetings

OTHER DUTIES as required to assist in the growth of the company

This will be a rewarding strategic role and will suit those who have a keen eye for detail, an ability to prioritise and strategies.

In return, we offer a supportive environment and comprehensive training to ensure you get off to the best start.

Qualifications

– Accounting / Business Degree or equivalent (minimum 2 years experience)
– Strong English written and communication skills
– Experience in an accounts and administrative role, relevant or similar industry experience is advantageous
– You have solid computer & administrative skills, experience with Xero software

Personality/ Type of Person:

– Ability to work with limited supervision
– You are a positive team player with the ability to build rapport & mutual respect with clients, subcontractors, suppliers & office team members
– Service-minded, eager to learn, punctual, able to follow instructions –
– Keen eye for detail by checking for completeness and accuracy, quality assurance of your work before passing to the client.
– Positive approach, able to work applying time management skills in a diverse range of tasks
– Part of a Team who enjoy working together, value and are accountable to each other
– A high attention to detail & high level of accuracy is critical in this role.

Tools Experience

– Xero Accounting Software
– Microsoft or Google Suite