About Us
Universal Computer Solutions (UCS) is a locally owned IT managed services provider, delivering high-quality technology solutions to businesses across Victoria. We support our clients with IT infrastructure, cloud services, cybersecurity, and day-to-day service desk support.
We're looking for an Accounts & Administration Officer to join our team and play a key role in keeping our financial and administrative operations running smoothly while helping us deliver exceptional service to our clients.
The Role
As the Accounts & Administration Officer, you'll be the backbone of our accounts and office support functions. Your role combines finance, administration, and frontline service responsibilities. From managing invoicing and reconciliations, to supporting client onboarding and assisting with day-to-day operations, you'll ensure our business runs efficiently and professionally.
You'll also be the first point of contact for clients, assisting with enquiries, creating job tickets, and coordinating hardware received for deployments. This variety makes the role ideal for someone organised, detail-oriented, and comfortable balancing multiple priorities.
Key Responsibilities
Customer Service & Ticketing
- Answer client calls and manage enquiries.
- Create and log service tickets with accurate details.
Hardware & Logistics
- Process incoming hardware: invoice entry, serial checks, labelling, stock placement.
- Track backorders, warranties, and maintain loaner device records.
Accounts & Billing
- Prepare and issue monthly invoices for contracts, projects, hardware, and PAYG.
- Process autopayments and reconciliations in Reckon.
- Chase overdue accounts and adjust billing where required.
Financial Reconciliations & Compliance
- Reconcile bank accounts and manage third-party invoice payments.
- Support quarterly reconciliations and EOFY reporting.
Client Administration
- Prepare welcome packs for new clients.
- Maintain accurate billing and reporting information.
- Generate monthly ticket reports and support SPLA reporting.
Continuous Improvement
- Review workstations, licenses, subscriptions, and contracts on a scheduled basis.
- Keep billing templates, vendor subscriptions, and asset registers up to date.
Skills & Experience
We're looking for someone with:
- Accounts receivable/payable experience including invoicing, reconciliations, and reporting.
- Previous experience in administration or finance, ideally in professional services or IT.
- Strong organisational skills and the ability to juggle competing priorities.
- Excellent communication skills for dealing with clients, vendors, and internal staff.
- Attention to detail and accuracy in financial and administrative work.
- Proficiency with accounting software (Reckon, Xero desirable) and MS Office.
- Experience with IT service management systems (advantageous but not essential).
- Minimum 2-3 years of accounts receivable/payable experience including invoicing, reconciliations, and reporting
- Experience with bank reconciliations and month-end processes
Qualifications
- Certificate or studies in Business Administration, Accounting, or a related field (preferred).
- Bookkeeping or payroll training/experience (desirable).
- Willingness to continue developing skills in finance, administration, or IT support.
Why Join UCS?
- Be part of a supportive, close-knit team in a growing IT services business.
- Work in a diverse role that spans finance, admin, and client services.
- Opportunities for professional growth in both administration and IT service environments.
- Convenient location in Geelong with onsite role security.
How to Apply
If you're detail-oriented, organised, and looking for a role where no two days are the same, we'd love to hear from you.
Please send your resume and a brief cover letter outlining your experience to:
📌 Accounts & Administration Officer
🏢 Universal Computer Solutions
📍 Geelong