Job Overview

Our client is seeking a highly organized and tech-savvy Operations & Finance Administrator to manage the backbone of their business operations. This role is a strategic mix of financial administration, project support, and systems optimization. You will be the primary administrator for SimPro and Xero, ensuring that job cards, supplier invoices, and client billing are handled with precision. Beyond daily tasks, you will be expected to document workflows into SOPs and identify ways to leverage technology for better back-costing and business growth.

Schedule

• Monday - Friday, 08:00 AM - 05:00 PM Sydney Time, with 1 hour unpaid break (40 hours per week)

Responsibilities

• Financial Administration: Process supplier invoices, reconcile bank statements, and prepare payroll for approval using Xero.
• Invoicing & Accounts Receivable: Generate client invoices from SimPro and proactively follow up on outstanding payments to optimize cash flow.
• SimPro Management: Act as the lead administrator for SimPro; manage job cards, ensure data accuracy, and leverage features for efficient workflow and back-costing.
• Project & Office Support: Order materials, update project statuses in Trello, manage digital files, and triage the main office inbox.
• Digital Presence: Manage and update the company’s and owner’s LinkedIn profiles to engage commercial clients and showcase ongoing projects.
• Communication & Tenders: Draft client updates, respond to inquiries, and assist in the preparation and submission of tenders and quotes.
• Process Improvement: Document existing workflows into Standard Operating Procedures (SOPs) and propose improvements for business systems.
• Internal Coordination: Manage Microsoft Teams channels and maintain a centralized knowledge base for business processes.

Requirements

• Proven experience in administrative or operational support roles, preferably within a trade or project-based industry.
• High proficiency with Xero and project management tools like Trello.
• Demonstrated ability to learn and optimize specialized industry software; prior experience with SimPro is highly advantageous.
• Strong organizational skills with meticulous attention to detail regarding financial and project documentation.
• Excellent written and verbal communication skills for professional client interactions.
• Tech-savvy and comfortable with the Microsoft 365 suite (Outlook, Teams, SharePoint).
• Ability to work independently and manage multiple tasks in a fast-paced environment.

Independent Contractor Perks

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

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.