Position : Senior Office Administrator (Xero)Salary : $1,400 - $1,900 AUD a month maximumWorking Hours & Conditions : Monday to Friday AU Business HoursHolidays : Public holidays in AU (additional time off at owners discretion)ROLE OVERVIEW:We are seeking an experienced and proactive Office Administrator with strong Xero capability to take ownership of day-to-day business administration and provide support across accounts, payroll, invoicing, compliance, scheduling and project operations.This is a broad and hands-on position requiring someone who can work independently, manage recurring responsibilities without constant direction, and ensure deadlines, payments, documentation and operational tasks are consistently followed through.A significant component of the role involves Xero and accounts administration, including reconciliations, accounts payable and receivable, customer invoicing and payroll preparation.RESPONSIBILITIES:Xero & Accounts AdministrationMaintain accurate and up-to-date records within XeroProcess and correctly code supplier invoicesComplete daily reconciliation of incoming customer paymentsMonitor accounts payable and supplier due datesPrepare supplier payment schedules for management approvalReconcile supplier statements and investigate discrepanciesMonitor accounts receivable and outstanding customer invoicesSend customer statements and payment remindersFollow up overdue accounts and escalate where requiredPrepare weekly customer invoices and maintain accurate invoicing recordsAssist with BAS and bookkeeping information for the external bookkeeper/accountantSupport management with cashflow monitoring and reportingThe detailed task schedule specifically separates payment preparation from final approval, with the Director retaining final approval over supplier payment batches.Payroll & Employee AdministrationReview employee timesheets and follow up missing informationCheck hours, job allocations, overtime and allowancesPrepare weekly payroll within XeroPrepare payroll and payment files for final management approvalFinalise payroll records and issue employee payslipsAssist with superannuation processingMaintain accurate employee and payroll recordsThe existing process has payroll occurring weekly, including timesheet review, Xero pay-run preparation and final management approval.Office & Executive AdministrationManage incoming calls, emails and general correspondenceAssist with management of the Director’s inbox and prioritise important communicationsManage calendars, appointments, site inspections and remindersPrepare information and documentation ahead of quote meetingsAssist with new client onboarding and documentationMaintain accurate company records, registers and filing systemsTrack outstanding tasks and proactively follow up required actionsProvide general administrative support to the Director and wider businessProject & Operational SupportCreate and maintain job files from quote acceptance through to completionAssist with scheduling labour, plant, equipment, trucks and subcontractorsCoordinate deliveries, waste removal and site requirementsAssist with permits, inspections and project administrationMaintain job and operational information within company systemsReview job sheets and ensure required information is completeTrack project progress and support work-in-progress reportingHelp ensure upcoming projects are properly documented and preparedThese operational duties are a material part of the position, including scheduling resources, coordinating site requirements and tracking work in progress.Compliance & DocumentationPrepare and maintain project-specific WHS documentationAssist with SWMS, inductions and compliance recordsMaintain registers for licences, insurances, permits, registrations and certificationsMonitor expiry dates and coordinate renewals before deadlinesMaintain employee licences, competencies, inductions and training recordsMaintain subcontractor compliance documentationEnsure company documentation remains organised, current and accessibleA key expectation is proactive monitoring so licences, permits, registrations and insurance requirements do not lapse because they were overlooked.Tools & SystemsXero – essentialMicrosoft ExcelMicrosoft Office / Microsoft 365Emvisage – operational/job informationPay.com.auEmail, calendar and cloud-based document management systemsRequirementsQUALIFICATIONS:Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similarStrong practical Xero experience – essentialExperience with accounts payable and accounts receivableExperience completing bank/payment reconciliationsPrevious payroll administration experienceStrong Microsoft Excel skillsExcellent written and verbal EnglishExceptional organisation and attention to detailAbility to manage recurring daily and weekly deadlinesComfortable following up customers, suppliers and employees for outstanding informationAbility to identify discrepancies rather than making assumptionsProactive working style with the ability to operate independentlyHighly DesirablePrevious experience supporting an Australian construction, demolition, excavation, waste management or trades businessAustralian Xero and payroll experienceFamiliarity with WHS and construction compliance documentationExperience coordinating field staff, vehicles, equipment or project schedulesExperience supporting a business owner or Director directly
Position : Senior Office Administrator (Xero)
Salary : $1,400 - $1,900 AUD a month maximum
Working Hours & Conditions : Monday to Friday AU Business Hours
Holidays : Public holidays in AU
(additional time off at owners discretion)
ROLE OVERVIEW:
We are seeking an experienced and proactive Office Administrator with strong Xero capability to take ownership of day-to-day business administration and provide support across accounts, payroll, invoicing, compliance, scheduling and project operations.
This is a broad and hands-on position requiring someone who can work independently, manage recurring responsibilities without constant direction, and ensure deadlines, payments, documentation and operational tasks are consistently followed through.
A significant component of the role involves Xero and accounts administration, including reconciliations, accounts payable and receivable, customer invoicing and payroll preparation.
RESPONSIBILITIES:
Xero & Accounts Administration
- Maintain accurate and up-to-date records within Xero
- Process and correctly code supplier invoices
- Complete daily reconciliation of incoming customer payments
- Monitor accounts payable and supplier due dates
- Prepare supplier payment schedules for management approval
- Reconcile supplier statements and investigate discrepancies
- Monitor accounts receivable and outstanding customer invoices
- Send customer statements and payment reminders
- Follow up overdue accounts and escalate where required
- Prepare weekly customer invoices and maintain accurate invoicing records
- Assist with BAS and bookkeeping information for the external bookkeeper/accountant
- Support management with cashflow monitoring and reporting
The detailed task schedule specifically separates payment preparation from final approval, with the Director retaining final approval over supplier payment batches.
Payroll & Employee Administration
- Review employee timesheets and follow up missing information
- Check hours, job allocations, overtime and allowances
- Prepare weekly payroll within Xero
- Prepare payroll and payment files for final management approval
- Finalise payroll records and issue employee payslips
- Assist with superannuation processing
- Maintain accurate employee and payroll records
The existing process has payroll occurring weekly, including timesheet review, Xero pay-run preparation and final management approval.
Office & Executive Administration
- Manage incoming calls, emails and general correspondence
- Assist with management of the Director’s inbox and prioritise important communications
- Manage calendars, appointments, site inspections and reminders
- Prepare information and documentation ahead of quote meetings
- Assist with new client onboarding and documentation
- Maintain accurate company records, registers and filing systems
- Track outstanding tasks and proactively follow up required actions
- Provide general administrative support to the Director and wider business
Project & Operational Support
- Create and maintain job files from quote acceptance through to completion
- Assist with scheduling labour, plant, equipment, trucks and subcontractors
- Coordinate deliveries, waste removal and site requirements
- Assist with permits, inspections and project administration
- Maintain job and operational information within company systems
- Review job sheets and ensure required information is complete
- Track project progress and support work-in-progress reporting
- Help ensure upcoming projects are properly documented and prepared
These operational duties are a material part of the position, including scheduling resources, coordinating site requirements and tracking work in progress.
Compliance & Documentation
- Prepare and maintain project-specific WHS documentation
- Assist with SWMS, inductions and compliance records
- Maintain registers for licences, insurances, permits, registrations and certifications
- Monitor expiry dates and coordinate renewals before deadlines
- Maintain employee licences, competencies, inductions and training records
- Maintain subcontractor compliance documentation
- Ensure company documentation remains organised, current and accessible
A key expectation is proactive monitoring so licences, permits, registrations and insurance requirements do not lapse because they were overlooked.
Tools & Systems
- Xero – essential
- Microsoft Excel
- Microsoft Office / Microsoft 365
- Emvisage – operational/job information
- Pay.com.au
- Email, calendar and cloud-based document management systems
Requirements
QUALIFICATIONS:
- Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similar
- Strong practical Xero experience – essential
- Experience with accounts payable and accounts receivable
- Experience completing bank/payment reconciliations
- Previous payroll administration experience
- Strong Microsoft Excel skills
- Excellent written and verbal English
- Exceptional organisation and attention to detail
- Ability to manage recurring daily and weekly deadlines
- Comfortable following up customers, suppliers and employees for outstanding information
- Ability to identify discrepancies rather than making assumptions
- Proactive working style with the ability to operate independently
Highly Desirable
- Previous experience supporting an Australian construction, demolition, excavation, waste management or trades business
- Australian Xero and payroll experience
- Familiarity with WHS and construction compliance documentation
- Experience coordinating field staff, vehicles, equipment or project schedules
- Experience supporting a business owner or Director directly
