Job Overview

Our client is looking for a Bookkeeper & Office Administrator (Xero & AroFlo) to manage end-to-end administrative, financial, and operational workflows. In this role, you will optimize job management software and document core processes to build a scalable business asset, while completely removing the owner from day-to-day administrative burdens.

Schedule

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

Responsibilities

• Enter and update daily job details, statuses, and client information into Aroflo based on field team communications.
• Process client invoices, reconcile bank statements, and manage accounts payable/receivable in Xero.
• Proactively follow up on overdue invoices via email and phone to ensure healthy cash flow.
• Research and consistently update material costs within Aroflo price books to streamline the quoting process.
• Act as the primary point of contact by answering office phone calls and responding to website and email inquiries within 4 hours.
• Schedule and confirm client appointments, and coordinate material orders and deliveries with suppliers.
• Document existing workflows and develop comprehensive Standard Operating Procedures (SOPs) for all administrative tasks.
• Maintain and organize a digital filing system and centralized knowledge base for client and job documents.

Requirements

• Proven experience in virtual administration, ideally within the trades, construction, or field service industries.
• Strong proficiency with job management software (Aroflo experience is highly preferred) and accounting software (Xero).
• Professional English written and verbal communication skills, with the confidence to handle inbound client calls professionally.
• Strong financial acumen with hands-on experience in invoicing, billing, and bank reconciliation.
• Comfort and experience with outbound debt collection calls and accounts receivable management.
• High level of tech-savviness with the ability to quickly learn and optimize new software platforms (including Microsoft 365 and WordPress).
• Demonstrated ability to create, write, and maintain Standard Operating Procedures (SOPs).

Independent Contractor Perks

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

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.