The ROLE
The Accounts Assistant keeps Australian client’s day-to-day financial records accurate, complete and on time. The role is focused on data entry, reconciliation, record keeping and administrative follow-up, not on accounting judgement or financial analysis.
Working closely with the Directors and the Finance & Administration team, this position processes payroll and leave data, fuel and fleet records, credit card transactions and supplier documentation in Xero and Excel. It also chases outstanding approvals, receipts and compliance items with field staff and suppliers.
Attitude and work ethic matter most: the ideal candidate is positive, reliable and willing to learn, as well as detail-driven, follows procedures carefully, works to fixed weekly cycles and is comfortable using several systems each day.
WHAT YOU’LL DO
Payroll & Leave Administration
- Payroll data entry (daily): record daily employee work data in Excel from WhatsApp and timesheet sources, ready for payroll review.
- Daily plan summary (daily): compile the daily work plan summary from WhatsApp updates into Excel.
- Leave requests (weekly): receive, log and follow up employee leave requests and supporting certificates.
- Leave summary and Planned & Unplanned Leave Tracker (weekly): keep the leave tracker current and prepare the weekly leave summary.
- Leave balances (monthly): update and check annual leave and time-in-lieu (AL / TIL) balances in Xero.
Credit Card & Expense Processing
- Credit card reconciliation (daily): code and reconcile company credit card transactions in Xero.
- Request approvals and chase missing receipts from cardholders via WhatsApp; maintain the expense tracker.
Accounts Payable Support
- Follow up invoice approvals (daily): chase outstanding approvers via MS Teams and WhatsApp within 24 hours.
- Supplier bank detail checks (weekly): verify supplier bank account details in Xero before each payment upload.
- Supplier statements (monthly): check suppliers’ monthly statements against Xero and flag discrepancies.
- VicRoads invoice (monthly): record and file the monthly VicRoads invoice in Xero.
Bank Reconciliation
- Complete weekly bank reconciliations in Xero for the FGA and KTS accounts, flagging unmatched items for review.
Fleet, Fuel & Vehicle Administration
- HV & LV fuel data entry (daily): enter heavy and light vehicle fuel transactions into Excel and Xero.
- Maintenance tracking (weekly): update the maintenance tracker, then rename and file maintenance invoices to naming conventions.
- Linkt tolls (weekly): process and allocate toll transactions.
- VicRoads (weekly): manage vehicle registration administration and correspondence.
- Fines (weekly): log infringement notices, arrange driver nominations and track payment before due dates.
Compliance & General Administration
- Toolbox compliance check (weekly): confirm toolbox meeting records are received and logged in Excel; follow up gaps via WhatsApp.
- Email management (daily): monitor and triage the finance inbox in Outlook, file documents and route items to the right person.
Outside the scope of this role: cash flow forecasting, BAS / PAYG, P&L and revenue reporting, payroll tax, approving or uploading payments, and accounts receivable follow-up. These remain with the senior Finance team.
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