Bookkeeping Admin Assistant

This is a remote position.

Role Overview

We are seeking a detail-oriented and process-driven Bookkeeping Admin Assistant to become a long-term member of a growing office team. This permanent work-from-home role will provide administrative and accounts support while working closely with management, finance, and operations staff to ensure the smooth running of daily business activities.

The position is structured in two phases. The first phase focuses on clearing administrative and accounts-related backlogs, organising records, and bringing key processes up to date. Once this catch-up period is completed, the role will transition into an ongoing business-as-usual (BAU) position with responsibility for supporting day-to-day administrative, financial, and operational tasks.

This opportunity is ideal for someone highly organised, proactive, and committed to maintaining accuracy and efficiency. The successful candidate will be expected to contribute across both phases and become a reliable, long-term part of the team.

Key Responsibilities

1. Accounts Administration & Bookkeeping Support

• Process supplier invoices, receipts, and bills through Dext, SimPRO, and Xero.
• Match invoices against purchase orders and investigate discrepancies.
• Process customer payments and allocate receipts accurately.
• Assist with supplier payment processing and quality control checks.
• Support bank reconciliations and payroll quality assurance activities.
• Prepare and maintain accurate financial records to support BAS compliance.
• Assist with aged receivables management, customer statements, and debt collection follow-up.

2. Document Management & Data Entry

• Maintain an organised and up-to-date Dext inbox, ensuring timely document processing.
• Categorise, code, and allocate financial documents to the correct business entity.
• Upload, validate, and manage supplier invoices, receipts, and supporting documentation.
• Identify missing, incomplete, or illegible documents and coordinate follow-up actions.
• Maintain digital filing systems and ensure document accuracy and compliance.

3. SimPRO Administration & Job Costing Support

• Enter and receipt supplier invoices against existing purchase orders in SimPRO.
• Create and manage purchase orders as directed.
• Allocate invoices, receipts, and costs to the appropriate jobs and cost categories.
• Support job costing activities and prepare jobs for invoicing.
• Reconcile job card times with payroll records and subcontractor timesheets.
• Follow up outstanding purchase orders, supplier invoices, and job-related documentation.

4. Supplier & Customer Relationship Coordination

• Recover outstanding supplier tax invoices through proactive follow-up.
• Liaise with suppliers regarding purchase orders, invoices, payments, and account queries.
• Contact customers regarding statements, payment reminders, and scheduling confirmations.
• Maintain accurate supplier and customer records, including contact and account information.
• Escalate unresolved issues and discrepancies to the appropriate team members.

5. Email & Communication Management

• Manage shared business inboxes, including Admin, Accounts, Invoicing, Quotes, and Bills.
• Triage incoming correspondence and action, delegate, or escalate as required.
• Draft and send routine communications using approved templates.
• Ensure prompt and professional communication with internal and external stakeholders.

6. Phone Support & Stakeholder Communication

• Conduct outbound calls to suppliers and customers for follow-ups and account-related matters.
• Handle inbound calls during peak periods or when Australian-based staff are unavailable.
• Escalate technical, trade-related, or complex enquiries to the appropriate personnel.
• Maintain a professional communication style aligned with Australian business standards.

7. Reporting & Administrative Support

• Generate and distribute operational and financial reports from SimPRO and related systems.
• Maintain customer, supplier, pricing, and business records.
• Update product price lists and system information as required.
• Provide general administrative support across Level Plumbing Tamworth and Leisure Pools Tamworth.

8. Leisure Pools Administration Support

• Manage the Leisure Pools email inbox and customer communications.
• Prepare and issue pool quotations using approved templates.
• Coordinate scheduling of pool quotes and installation activities.
• Assist with council application administration and trade coordination.
• Process supplier invoices relating to pool installations and materials.

Requirements

• Minimum 2 years of experience in bookkeeping, accounts payable, or administration within a trade, construction, or similar business environment.
• Experience in Xero is advantageous
• Excellent written and verbal English communication skills, with the confidence to make and receive calls from suppliers, customers, and team members daily.
• Has used Google Workspace (Gmail, Drive, Docs, Sheets), familiar with SimPRO, with strong overall computer and systems skills.
• Experience in supplier invoices and purchase order workflows.
• Highly organised, detail-oriented, and self-managing, with the ability to work accurately, follow processes, and proactively identify issues.
• Degree qualification in Accounting, Commerce, Business Administration, or a related field is a plus.
• Experience with Australian accounting processes, including GST, BAS, Dext, Hubdoc, or Receipt Bank, and exposure to the trade or construction industry will be highly regarded.

Originally posted on Himalayas