Job Overview

Our client is looking for a proactive Financial Operations Admin to streamline their operations. This role is pivotal in managing day-to-day financial tasks, job scheduling, and administrative workflows for both electrical and automotive divisions. The ideal candidate will be a tech-savvy professional who enjoys optimizing processes through automation and maintaining high standards of data integrity.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM Sydney Time (40 work hours per week)

Responsibilities

• Process customer invoices in Simpro, reconcile customer payments in Simpro & Xero, and follow up on overdue accounts weekly via email and phone
• Enter supplier bills into Xero, prepare batch payment files for owner approval, and process payroll fortnightly using Smart Payroll
• Monitor and respond to all incoming inquiries (email, phone, SMS, social media) daily and manage the owner’s inbox in Google Workspace, flagging urgent items
• Transcribe voice memos, organize field photos/notes, and draft quotes in Simpro for owner review and final approval daily
• Schedule and confirm job appointments, update job statuses in Simpro, and prepare detailed job reports for strata clients as needed
• Conduct weekly data integrity checks in Simpro and Xero, optimize Asana task lists, and develop SOPs; maintain a searchable knowledge base for operations, client preferences, and local area details (e.g., Wollongong pronunciations) weekly; assist in AI tool research for automation monthly

Requirements

• Proven experience in administrative and financial support roles, ideally within a service-based industry
• Strong proficiency with job management software (e.g., Simpro), accounting software (e.g., Xero), and task/communication tools (e.g., Asana, Google Chat, LANA)
• Experience in developing and maintaining Standard Operating Procedures (SOPs) and knowledge bases
• Exceptional organizational skills and meticulous attention to detail, especially with financial data and documentation
• Proactive problem-solver with ability to identify inefficiencies and implement process improvements
• Tech-savvy with interest in learning and implementing new technologies, including AI tools for automation

Additional Expectations

• Proactive mindset, anticipating needs and improving processes and workflows
• Interest in leveraging technology, including AI, to enhance efficiency and automate tasks
• Ability to work autonomously with minimal supervision while managing multiple priorities
• Strong commitment to business growth and taking ownership of impact

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.