Finance Administrator

Overview

The organization is seeking a highly organised and detail-oriented Finance Administrator to support the financial operations of an established Australian IT services provider.

Reporting to the Head of Finance, you will manage invoicing, accounts receivable, accounts payable, payroll, bank reconciliations, and financial administration. You will ensure financial transactions are accurately processed, records are maintained, and financial obligations are completed in accordance with Australian accounting and compliance requirements.

You will work closely with finance, sales, account management, and service delivery teams to support efficient financial operations, accurate reporting, and continuous process improvement.

Responsibilities

Invoicing & Accounts Receivable

• Prepare and issue accurate invoices for managed services, project work, and product sales
• Manage invoice synchronisation between PSA systems and Xero using WiseSync
• Coordinate project billing reviews to ensure services and completed work are invoiced accurately
• Monitor outstanding receivables, follow up on overdue customer payments, and maintain accurate debtor records
• Process and manage customer payments through WisePay
• Identify and resolve billing discrepancies to minimise outstanding balances and improve collection efficiency

Accounts Payable

• Process and accurately code supplier invoices, ensuring alignment with purchase orders and supporting documentation
• Verify supplier charges and resolve discrepancies before payment processing
• Prepare supplier payment runs and maintain accurate accounts payable records
• Liaise with suppliers and distributors to resolve invoice queries and payment-related matters

Payroll Administration

• Process fortnightly Australian payroll accurately, including timesheets, employee leave, and applicable award requirements
• Manage Single Touch Payroll (STP) submissions and associated payroll documentation
• Calculate and process superannuation contributions in accordance with Australian requirements, including Payday Super
• Maintain accurate payroll records and resolve employee payroll enquiries
• Ensure payroll activities comply with established procedures and relevant regulatory requirements

Bank Reconciliation & Financial Recordkeeping

• Reconcile bank accounts and corporate card transactions in Xero
• Ensure transactions are accurately coded and supported by appropriate documentation
• Follow up on missing receipts, outstanding transactions, and reconciliation discrepancies
• Maintain complete and accurate financial records to support reliable reporting and financial controls

Accounting, Reporting & Compliance

• Collaborate with the external accountant to complete financial reporting and compliance obligations
• Support month-end closing activities, including account reconciliations, aged receivables and payables, and payroll reports
• Prepare information for quarterly Business Activity Statements (BAS), including GST and PAYG withholding
• Assist with annual compliance activities, including Single Touch Payroll finalisation, WorkCover wage declarations, and Taxable Payments Annual Reports
• Compile financial information required for year-end reporting and Fringe Benefits Tax (FBT) obligations
• Maintain accurate supporting documentation and contribute to the development of standardised financial closing procedures

Agreement Management & Reconciliation

• Create, update, and maintain customer service agreements within the PSA platform
• Reconcile customer agreements against supplier and distributor invoices, including Pax8, Ingram Micro, and Crayon
• Use Sync 365 to support Microsoft licensing reconciliation and billing accuracy
• Identify unbilled services, pricing discrepancies, and changes in supplier costs
• Coordinate corrective actions to ensure agreements are accurately billed and financial discrepancies are resolved

Finance Administration & Sales Support

• Manage assigned tasks within the PSA Finance & Admin board, ensuring accurate tracking and completion
• Support Sales Administration with customer quotes, purchase orders, and order processing
• Provide administrative assistance to account management and project delivery teams on billing-related matters
• Maintain accurate financial documentation, administrative records, and internal process checklists
• Collaborate with internal stakeholders to improve financial workflows and operational efficiency
• Provide general finance and office administration support as required

Information Security & Process Improvement

• Maintain strict confidentiality of payroll information, banking details, and client financial records
• Follow established information security policies and use approved systems for handling sensitive data
• Verify changes to employee or supplier banking information through appropriate security procedures
• Identify and promptly report suspected security incidents, financial irregularities, or potential data breaches
• Maintain accurate work records and comply with established internal procedures
• Support documentation improvements, financial process standardisation, and ongoing operational enhancements

Requirements

Essential Experience & Qualifications

• Proven experience in bookkeeping, financial administration, or a similar accounting support role covering accounts receivable, accounts payable, payroll, and bank reconciliations
• Demonstrated experience processing Australian payroll, including employee awards, leave entitlements, superannuation, and Single Touch Payroll (STP)
• Strong understanding of Australian financial processes, including GST, BAS preparation, PAYG withholding, and payroll compliance requirements
• Experience managing invoicing, payment processing, supplier transactions, and financial reconciliations
• Excellent attention to detail, with a commitment to accurate transaction coding, financial recordkeeping, and timely resolution of discrepancies
• Strong written and verbal English communication skills, with confidence liaising with clients, suppliers, and internal stakeholders regarding financial matters
• Ability to manage multiple priorities independently while maintaining accountability for assigned responsibilities
• Appropriate work authorisation and the ability to successfully complete the required background screening

Technical Skills & Systems

• Hands-on experience using Xero for bank feeds, reconciliations, payroll processing, financial reporting, and general bookkeeping
• Familiarity with Professional Services Automation (PSA) platforms such as ConnectWise PSA or Halo PSA, particularly for agreement management, billing, and invoicing
• Experience with integrated billing and payment solutions such as WiseSync, WisePay, and Sync 365
• Proficiency in Microsoft 365 applications, particularly Excel, Outlook, Teams, and SharePoint
• Practical knowledge of Australian GST, BAS preparation, and financial compliance processes
• Ability to maintain accurate financial records, manage transactional workflows, and support reporting requirements

Preferred Qualifications & Experience

• Previous experience in a Managed Service Provider (MSP), IT services organisation, or technology-focused business
• Familiarity with recurring service agreements, software licensing, and distributor billing processes
• Experience reconciling licensing and supplier invoices from providers such as Pax8, Ingram Micro, and Crayon
• Certificate IV in Accounting and Bookkeeping or an equivalent qualification
• Experience supporting month-end closing activities, financial reporting, and accounting process improvements

Compensation & Benefits

• Medical insurance from day one for you + spouse (or parents if unmarried)
• Generous OPD coverage from doctor visits to all your medical needs
• Home office setup allowance to build your ideal workspace
• Internet allowance to keep you connected
• Gym & wellness allowance to stay fit and balanced
• Work hard, play hard – regular team events & engagement activities
• Mental health & counseling support
• Reimbursement for industry certifications
• Flexible work – home or office, wherever you do your best work
• Rewards & recognition
• Great Christmas & financial year-end parties

Location

Australia (Australian payroll and compliance responsibilities required)