Accounts and Business Support Administrator

Responsibilities

1. Accounts Administration

• Process creditor invoices and maintain accurate accounts payable records


• Prepare and reconcile bank statements


• Assist with payment preparation and monthly creditor payment schedules


• Support month\-end processes, including financial reporting and reconciliations


• Assist with GST report preparation for review


• Prepare internal recharge invoices and manage cost allocations


• Calculate commissions on a monthly, quarterly, and annual basis


• Monitor funding facilities and interest calculations


• Investigate discrepancies and resolve invoice or supplier queries
  
  2. Inventory and Purchasing Administration


• Maintain accurate records of inventory purchases (local and imported)


• Verify purchase costs and supporting documentation


• Arrange transport and coordinate delivery logistics


• Create and manage purchase orders


• Allocate stock within internal systems and update inventory status


• Monitor compliance documentation and update records upon vehicle arrival


• Maintain and update inventory\-related spreadsheets and allocation reports


• Update pricing, fees, and cost information as required
  
  3. Operational Reporting and Data Management


• Maintain operational tracking spreadsheets (e.g., stock, costs, allocations, emissions or regulatory data)


• Prepare and distribute regular operational and financial reports (weekly and monthly)


• Identify and report duplicate or inconsistent records for investigation


• Assist with preparation of Profit and Loss and other performance reports


• Prepare quarterly asset or depreciation reports
  
  4. Compliance and Administration Support


• Monitor and record regulatory or compliance requirements and supporting documentation


• Investigate and allocate fines, charges, or penalties as required


• Liaise with external suppliers, funding providers, and service partners to resolve queries


• Maintain accurate records within internal systems and databases
  
  5. Payroll and HR Administration Support


• Review timesheet or clocking data and identify discrepancies prior to payroll processing


• Assist with employee onboarding administration and system setup
  
  6. General Administration and Business Support


• Respond to internal queries from staff and management in a timely and professional manner


• Provide ad\-hoc administrative support to senior management as required


• Order and manage office supplies and approved operational materials


• Assist with process documentation and create workflow diagrams or written procedures


• Support continuous improvement by maintaining organised digital records and processes
  
  7. Systems and Process Management


• Maintain data accuracy across multiple business systems and spreadsheets


• Generate reports from business platforms and internal tools


• Ensure all information is up to date, accurate, and aligned across systems

Requirements

• Accounts and Administration


• Minimum 2–3 years’ experience in Accounts Administration, Accounts Payable, or Bookkeeping


• Processing creditor invoices and preparing payment runs


• Bank reconciliation experience


• Strong data accuracy and attention to detail


• Experience supporting month\-end reporting and financial administration


• Technology and Systems (Critical Requirement)


• Strong computer and systems skills – advanced user level


• Intermediate to advanced Microsoft Excel (sorting, filtering, formulas, basic reporting)


• Proficiency in Microsoft Outlook, Word, and Teams


• Experience using cloud\-based accounting software (Xero)


• Experience working across multiple business systems at the same time


• Ability to quickly learn new platforms and internal systems


• Comfortable working in a paperless, digital environment


• Experience with Online document management (SharePoint, Google Drive, or similar)


• Experience with Workflow or task systems (Monday.com, etc.) – desirable


• Confident troubleshooting minor system or data issues independently

Work Arrangement

• Work Setup: On\-site


• Work Hours: Monday to Friday, 9:00 am to 6:00 pm NZT fixed start time, should complete nine (9) hours work

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