The role of an Administration and Bookkeeping Officer is a vital component in ensuring the smooth operation of our business.
This position involves managing day-to-day administration, financial record-keeping, and project coordination tasks to support business operations and project delivery.
Key Responsibilities
* Manage emails, phone calls, and general correspondence to maintain effective communication with clients and stakeholders.
* Prepare and maintain project files, quotes, and documentation to ensure compliance and accuracy.
* Create purchase orders, invoices, and subcontractor agreements to facilitate transactions and manage relationships.
* Assist with scheduling jobs, deliveries, and subcontractors to optimize project timelines and resources.
* Order office and site supplies, maintain stock records, and ensure inventory levels are adequate to meet business needs.
* Ensure compliance paperwork, insurances, and licences are current to avoid penalties and disruptions.
Bookkeeping
* Record daily transactions, payments, and receipts in Xero accounting software to maintain accurate financial records.
* Reconcile bank accounts and credit cards to identify discrepancies and prevent errors.
* Process accounts payable and receivable to manage cash flow and vendor relationships.
* Track and follow up overdue invoices to minimize late payment fees and maintain healthy client relationships.
* Assist with preparation and submission of BAS/GST statements to comply with tax regulations.
o Manage petty cash and employee reimbursements to ensure timely and accurate payments.
o Maintain job costing and financial tracking for each project to inform business decisions and improve profitability.
Payroll
* Process weekly payroll accurately and on time to maintain employee satisfaction and trust.
* Maintain timesheets and employee leave records to ensure compliance with labour laws and regulations.
* Manage superannuation and tax withholdings to ensure accurate deductions and compliance.
Compliance & Project Support
* Assist in the preparation and lodgment of Home Owner Warranty Insurance and building contracts to ensure compliance and protect business interests.
* Maintain compliance documentation for all active projects to ensure easy access and audit trail.
* Support the Director with project-related admin and reporting to inform business decisions and drive growth.
Skills & Attributes
* Prior experience in construction administration or bookkeeping is highly desirable, but not essential.
* A strong understanding of accounts payable/receivable and basic accounting principles is crucial for success in this role.
* Competence in Xero or similar accounting software is required to manage financial records and perform tasks efficiently.
* Excellent attention to detail, accuracy, and data management skills are necessary to maintain high-quality work and prevent errors.
* Highly organized individuals with the ability to prioritize multiple tasks and manage competing demands will thrive in this environment.
* Confident communicators with professional phone and email etiquette will excel in this role, which requires frequent interaction with clients, stakeholders, and team members.
* Proactive, reliable, and independent individuals who can take initiative and problem-solve effectively will be well-suited to this position.
* Strong problem-solving and time-management abilities are essential for meeting deadlines and delivering results in a fast-paced business environment.
* A willingness to learn new systems and take initiative will enable you to adapt to changing business needs and drive growth through continuous improvement.