Schedule: Flexible during client business hours

Total Weekly Hours: 40 Hours
Client Timezone: Melbourne

 

This is an opportunity to join a respected Australian NDIS (National Disability Insurance Scheme) provider, as an Operations & Finance Specialist, supporting finance and operational processes.

In this role, you will manage key financial and operational systems to ensure accurate invoicing, revenue tracking, compliance, and process documentation. This position is suited for professionals with strong administrative, finance, and system skills. Your contributions will support the organization’s stability and the delivery of essential disability services.

Key Responsibilities

Financial Administration & Accounts Receivable

• Manage end-to-end Accounts Receivable processes in Xero.
• Conduct regular audits of aged receivables and follow up on pending invoices.
• Apply credits/adjustments and resolve small outstanding balances per guidelines.
• Prepare clear, plain-English receivables summaries for management review.
• Support accurate monthly invoicing cycles.

NDIS Revenue & Plan Tracking

• Monitor approved NDIS client funding against services delivered and billed.
• Track plan utilisation and flag potential under-utilisation 2–3 months in advance.
• Follow up on required documentation to prevent revenue leakage.

Operations & Systems Coordination

• Serve as an administrator for operational systems (Xero, internal trackers, practice management software).
• Maintain dashboards, registers, and spreadsheets.
• Execute administrative actions from management decisions, ensuring task loops are completed and documented.
• Support documentation and consistent application of routine processes.

Compliance & Quality Support

• Maintain and monitor key compliance registers (incidents, complaints, training).
• Track review dates and outstanding actions to support audit readiness.
• Escalate compliance risks promptly.

Stakeholder Communications & Administrative Support

• Triage and manage the executive inbox using approved templates.
• Prepare and distribute capacity updates to stakeholders.
• Maintain accurate stakeholder contact lists and support partner program administration.

What this role does not cover

• Sales, marketing, or business development activities.
• Direct client-facing service delivery or clinical decisions.
• Staff management or external representation.
• Independent system redesign or strategic planning.

Who You are

Essential Requirements

• Bachelor’s degree in Business Administration, Accounting, Finance, Industrial Engineering, or related field.
• Minimum 2 years of experience in operations administration, finance support, or accounts receivable roles.
• Hands-on experience with Xero is required.
• Strong written English and professional communication skills.
• High attention to detail and reliability in meeting deadlines.
• Advanced proficiency in Excel/Google Sheets and confidence using business software.

Preferred / Highly Regarded

• Experience in healthcare, disability services, insurance, or regulated industries.
• Familiarity with NDIS frameworks or complex billing environments.
• Experience supporting founders or senior executives.
• Proven track record of independently completing complex task lists.

Key Personal Attributes

• Detail-Oriented: Excels at precise, systematic work.
• Proactive Communicator: Escalates bottlenecks or risks promptly.
• Reliable & Methodical: Maintains consistency under pressure.
• Outcome-Focused: Completes processes that achieve clear business results (clean books, timely billing, compliance).

Performance Expectations (First 90 Days)

• Establish a clean, well-understood aged receivables ledger with no stalled invoices.
• Implement monitoring for NDIS plan utilisation risks.
• Bring all compliance registers up-to-date and audit-ready.
• Demonstrate reliable execution from management decision to completion.
• Reduce executive involvement in day-to-day operational and financial administration.

 

Independent Contractor Perks

• HMO coverage (available in eligible locations)
• Permanent work-from-home setup
• Immediate hiring