Administrative Assistant / Bookkeeper

Core Purpose of the Role

This is a dual-function role, combining front-of-house order administration with bookkeeping support. Between 11:00am and 2:00pm each day, the role is responsible for processing customer orders and related administration. For the remainder of the working day, the role provides bookkeeping support across accounts receivable, accounts payable, payroll entry, bank reconciliation and business reporting. As Golden State Distribution increasingly uses AI and automation to complete routine tasks, this role is also responsible for checking and verifying that AI-assisted and automated work (e.g. Power BI reporting data) is accurate and complete before it is relied upon.

Key Responsibilities

Administration (11:00am – 2:00pm daily)

·       Submit orders in Easy Vend from customers via email and phone

·       Ensure regular customers are ordering by phone or email

·       Send orders to the Brownes Depot for picking

·       Respond to customer questions and refer complaints to manager

·       Maintain the Easy Vend database

·       Ensure drivers' deliveries are checked off on sign-on-glass

·       Ensure strong customer service at all customer contact points

·       Record issues and communicate with drivers or management

Bookkeeping (all other hours)

·       Accounts receivable – process and issue approximately 2 to 3 customer invoices per week

·       Accounts payable – enter approximately 3 to 4 supplier bills per week

·       Payroll – enter payroll for approximately 18 staff from the pre-generated Excel totals, ready for management review

·       Bank transactions and reconciliations – categorise, code and post bank transactions fortnightly, and complete a full bank reconciliation monthly

·       Business reporting – update raw data weekly and check the outputs so the Power BI report remains accurate, correcting or flagging any discrepancies

·       Maintain certificate files and personnel files in Microsoft Cloud

·       Basic bookkeeping and record-keeping as required

·       Other administrative or bookkeeping tasks as directed

Key Relationships

·       Directors / Management – reporting, payroll review, escalation of issues

·       Customers – order processing, enquiries and customer service

·       Drivers – delivery confirmation and issue resolution

·       Brownes Depot – order picking

·       External accountant / bookkeeper – handover of accounts and reporting information

Required Skills & Competencies

·       Strong English written and verbal skills

·       Attention to detail and high accuracy, particularly with financial and payroll data

·       Well organised and able to meet weekly, fortnightly and monthly deadlines

·       Competent with bookkeeping/accounting software (e.g. Xero or MYOB) and Microsoft Excel

·       Comfortable checking and verifying AI-generated or automated outputs (e.g. Power BI data) for accuracy before sign-off

·       Able to work without direct supervision and manage competing priorities across two functions

·       Good communicator

·       Discretion and confidentiality with sensitive financial and employee information

Experience & Qualifications

·       Diploma or Certificate IV in Business Administration, Bookkeeping or Accounting, or relevant equivalent experience

·       Experience processing accounts receivable, accounts payable and/or payroll

·       Experience with bank reconciliations

·       Prior customer service or order administration experience an advantage

Performance Measures / KPIs

·       Customer orders processed accurately within the 11:00am–2:00pm window each day

·       Invoices and bills processed within agreed weekly timeframes

·       Payroll entered accurately and ready for review ahead of each pay run

·       Bank transactions coded fortnightly and reconciliation completed by the monthly deadline

·       Power BI reporting data verified and updated weekly with no unresolved discrepancies

Working Conditions / Environment

Office-based role, 40 hours per week. Order administration duties are fixed between 11:00am and 2:00pm each working day; bookkeeping duties are completed during the remaining hours.