Schedule:

• Approximately 16–20 hours per week
• Bookkeeping & Accounting Admin: 10–12 hours per week
• HR Admin: 5–6 hours per week (flexible during onboarding peaks)

Experience Required:

• Strong proficiency in Xero
• Familiarity with Australian Accounting Standards

Systems:

• Finance – Xero
• HRIS – Deel, PayrollHQ, Employment Hero
• Time & Attendance – Lasso

Reporting Lines:

• Direct: Business & Marketing Executive

Purpose:
To provide high-quality transactional bookkeeping and HR administration support, ensuring finance and people processes are accurate, compliant, and consistently executed, while keeping all decision-making, judgment, and employee relations matters onshore.
This role is administrative only and operates within defined processes and escalation pathways.

Scope of Work:

A) Bookkeeping & Accounting Administration (Est. 10–12 hours per week)

1. Transaction Processing & Credit Card Reconciliation

• Download, review, and reconcile all business credit card transactions.
• Accurately code transactions in Xero, including correct account allocation, cost centers/tracking categories, and GST classification.
• Identify and flag missing receipts, unclear merchants, or incorrect charges.
  Maintain supporting documentation for all transactions.
• Deliverable: Weekly reconciled credit card balances with no uncoded transactions.

2. Expense & Reimbursement Management (50/50 HR + Accounts Support)

• Review and process employee expense claims.
• Verify receipt completeness and compliance with internal guidelines.
• Code reimbursements correctly in Xero.
• Prepare reimbursement summaries for approval.
• Track and follow up on outstanding or rejected claims.
• Deliverable: Accurate and timely processing of approved expense claims.

3. Accounts Payable (Invoice Processing)

• Receive, review, and process supplier invoices.
• Validate invoices for correct entity, ABN, and GST accuracy.
• Ensure required approvals are obtained
• Code invoices accurately in Xero and maintain an invoice register.
• Prepare payment runs for approval (no payment authority).
• Deliverable: Up-to-date invoice register with no overdue or duplicate invoices.

4. Supplier & Company Setup

• Set up new suppliers in Xero with ABN, payment details, and default coding.
• Set up new companies, cost centers, or tracking categories as needed.
• Maintain supplier master data and deactivate outdated records.
• Deliverable: Clean and current supplier and company records.

5. Bank & Balance Reconciliations

• Perform weekly bank reconciliations and investigate discrepancies.
• Ensure no unreconciled transactions are older than seven (7) days
• Deliverable: Bank accounts reconciled weekly.

6. Month-End Support (Administrative Only)

• Support month-end close activities, including reconciliation checks and outstanding transaction reports.
• Prepare admin packs for the onshore accountant/bookkeeper, including summaries and exception lists
• Deliverable: Month-end admin pack prepared on time.

7. Financial Reporting (Non-Interpretive)

• Generate standard Xero reports such as expense summaries, supplier spend reports, and credit card usage reports.
• Provide data only; no interpretation or commentary required
• Deliverable: Accurate reports delivered within agreed timeframes.

8. Document Control & Audit Readiness

• Ensure a complete audit trail for all transactions.
• Prepare records for internal or external review
• Deliverable: Clean, traceable, audit-ready financial records.

B) HR Administration Support (Est. 5–6 hours per week)

1. Onboarding & Employment Administration

• Draft employment contracts and engagement documents using approved templates.
• Track completion of all pre-start documentation and collect right-to-work checks, IDs, tax, super, and banking details
• Create and maintain employee master files
• Track induction schedules, system access, and trial agreements.
• Deliverable: Onboarding documentation completed prior to Day 1.

2. Payroll Administration Support (Administrative Only)

• Support timesheet and leave tracking.
• Review expense submissions and reimbursements
• Follow up on missing or incorrect submissions
• Escalate all award interpretation or pay issues to the HR Manager.

3. WHS Administration Support

• Maintain WHS registers, training records, and acknowledgements.
• Log incidents and near misses as reported.
• Track WHS documentation and compliance requirements
• Provide administrative support only (no decision-making authority).

4. Maintain HR Trackers

• Track key milestones and special occasions (birthdays, work anniversaries).
• Maintain employee journey trackers (qualifications, training, performance reviews)
• Track recruitment candidates through all hiring stages.

5. HR Documentation, SOPs & Systems

• Maintain HR policies, handbooks, and SOP libraries
• Issue and track policy acknowledgements
• Update HR trackers and system records
• Flag recurring admin issues or process gaps for escalation.

Independent Contractor Perks:

• Health Insurance Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring