Accounts Assistant

Overview

This Accounts Assistant role keeps Australian clients’ day-to-day financial records accurate, complete, and on time. The position focuses on data entry, reconciliation, record keeping, and administrative follow-up—rather than accounting judgement or financial analysis.

Working closely with the Directors and the Finance & Administration team, you will process payroll and leave data, manage fuel and fleet records, handle credit card transactions and supplier documentation in Xero and Excel, and follow up with field staff and suppliers for outstanding approvals, receipts, and compliance items.

Responsibilities

Payroll & Leave Administration

• Enter payroll data daily in Excel from WhatsApp and timesheet sources, ready for payroll review
• Compile a daily work plan summary from WhatsApp updates into Excel
• Receive, log, and follow up employee leave requests and supporting certificates on a weekly cycle
• Maintain the leave tracker and prepare the weekly leave summary
• Update and check annual leave and time-in-lieu (AL / TIL) balances in Xero on a monthly basis

Credit Card & Expense Processing

• Code and reconcile company credit card transactions in Xero daily
• Request approvals and chase missing receipts from cardholders via WhatsApp
• Maintain the expense tracker

Accounts Payable Support

• Follow up invoice approvals daily by chasing outstanding approvers via MS Teams and WhatsApp within 24 hours
• Verify supplier bank account details in Xero before each payment upload (weekly)
• Check suppliers’ monthly statements against Xero and flag discrepancies
• Record and file the monthly VicRoads invoice in Xero

Bank Reconciliation

• Complete weekly bank reconciliations in Xero for the FGA and KTS accounts
• Flag unmatched items for review

Fleet, Fuel & Vehicle Administration

• Enter heavy and light vehicle fuel transactions into Excel and Xero daily (HV & LV fuel data entry)
• Update the maintenance tracker weekly
• Rename and file maintenance invoices according to naming conventions
• Process and allocate toll transactions weekly (Linkt)
• Manage vehicle registration administration and correspondence weekly (VicRoads)
• Log infringement notices weekly, arrange driver nominations, and track payment before due dates

Compliance & General Administration

• Confirm toolbox meeting records are received and logged in Excel weekly; follow up gaps via WhatsApp
• Monitor and triage the finance inbox in Outlook daily
• File documents and route items to the right person

Outside Scope (Not Required for This Role)

• Cash flow forecasting
• BAS / PAYG
• P&L and revenue reporting
• Payroll tax
• Approving or uploading payments
• Accounts receivable follow-up

Requirements

Essential

• A positive attitude and strong work ethic: reliable, accountable, eager to learn
• Completed degree in accounting
• 2–5 years of experience in accounts administration, bookkeeping support, or a similar finance support role
• Hands-on Xero experience, including bank reconciliation and transaction coding
• Intermediate Excel skills: structured data entry, filters, sorting, basic formulas, and lookups
• Working knowledge of MS Outlook and MS Teams
• Fast, accurate typing and careful, error-free data entry
• Strong written and spoken English for following up staff and suppliers

Desirable

• Familiarity with Australian payroll and leave terms (annual leave, TIL, Single Touch Payroll) and GST basics (helpful but not required; training is provided)
• Experience with Dropbox, Trello, DocuSign, and WhatsApp for business
• Exposure to fleet, fuel, or vehicle administration (tolls, registrations, infringements) in a construction, civil, or transport business
• Previous experience working remotely for an Australian company

Compensation & Benefits

• Competitive pay
• Comprehensive benefits package
• Day shift
• HMO on Day 1 for you + a dependent
• Career development and training
• Fun team culture + social events
• Fixed weekends off + Christmas & New Year break

Location

Australia