Schedule:

• Mondays to Fridays, 8:30 am to 5:00 pm, with 1-hour unpaid break
• Client time zone: Australian Eastern Time (AEST) (Toorak, VIC)

 

Company Overview:

We are a growing Australian design and construction business delivering high-quality residential and commercial projects. Our focus is on precision, efficiency, and reliable systems that ensure projects run smoothly, financial records are accurate, and teams can work without administrative friction.

 

Role Overview:

The Finance & Project Administration Officer ensures financial and project administration runs smoothly by maintaining accurate bookkeeping, managing project records, and supporting reliable systems. This role works closely with Project Managers and the Operations Manager to reduce errors, streamline processes, and keep financial and operational data accurate and up-to-date.

 

Key Responsibilities:

 

Financial & Accounting Support

• Maintain accurate bookkeeping in Xero, including entering bills, raising invoices, processing transactions, and reconciling accounts.

• Ensure all transactions are correctly coded to the appropriate project, cost code, and account.

• Process supplier invoices through construction software and ensure alignment with Xero project data.

• Reconcile project costs across systems, identifying and resolving discrepancies.

• Post journals, including accruals, prepayments, corrections, and end-of-period adjustments.

• Maintain general ledger balances and support BAS and payroll processes accurately and on time.

• Coordinate weekly invoice approvals and ensure records are synced for payment runs.

Project & Administrative Support

• Maintain clean, organised, and audit-ready project folders and financial records.

• Review project and financial records regularly for accuracy, completeness, and compliance.

• Support year-end processes for external accountants and audits.

• Assist Operations and Project Managers with general project and financial administration as required.

 

Requirements:

• 5+ years of experience working with Xero in a bookkeeping or accounts administration role.

• Proven experience maintaining accurate financial records and reconciling accounts.

• Strong proficiency in Excel and Google Sheets, including formulas, sorting, and filtering.

• Experience managing supplier invoices and project cost data across multiple systems.

• Excellent organisational skills, attention to detail, and ability to meet deadlines consistently.

• Ability to work independently and support operational efficiency in a fast-paced environment.

• Strong communication skills and ability to coordinate with multiple stakeholders.

 

Independent Contractor Perks: 

 

• Permanent work from home

• Immediate hiring

• Steady freelance job

 

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their benefits and taxes. The professional fees are at hourly rates, and the rate depends on your performance in the application process.

 

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