Admin and Finance Assistant

Job Summary:
We're excited to take on a detail-driven Admin & Operations VA to hold our billing accuracy and daily administrative operations. The heart of the position is reconciling accounts in Xero, auditing client invoicing for software licenses and web hosting, and closing gaps where services have been under-billed or missed altogether. Once billing steadies, the position broadens into email-based client follow-up and general operational support. The right person truly enjoys turning up discrepancies, closing gaps, and building systems that keep those gaps from coming back.

Key Responsibilities:

• Reconcile bank statements and match transactions in Xero on a continuing basis
• Audit client invoicing for software license reselling and call out accounts that have been under-invoiced
• Put right historical billing errors and issue accurate invoices to bring accounts up to date
• Audit web hosting billing across every client account and call out clients not currently invoiced
• Set up recurring invoices for ongoing monthly costs such as licenses and hosting so future billing gaps don't open
• Hold accurate records of which services each client subscribes to and see that billing matches
• Follow up by email with free trial clients to check on usage and encourage continued engagement
• Track outreach activity and responses, and escalate accounts that need direct attention
• Give general administrative support across operations as required

Mandatory Skills:

• Hands-on time with Xero, taking in bank reconciliation and invoicing
• Proven track record auditing or correcting billing and invoicing discrepancies
• Strong numerical accuracy and an eye for inconsistencies others miss
• Time spent setting up recurring or automated invoices
• Comfortable in spreadsheets cross-checking data across systems
• Professional written English for client-facing email communication
• Dependable, precise, and able to work on your own initiative
• Strong communication skills and the readiness to raise issues proactively

Preferred Skills:

• Time spent billing subscription-based services such as software licenses or web hosting
• Grounding in an IT services, managed services, or SaaS business
• Familiarity with accounts receivable processes and collections follow-up
• History of client success or customer check-in style email outreach
• Ability to write up processes so billing workflows repeat consistently
• Capacity to carry several ongoing projects side by side

Why Join Us:
The position carries real ownership from day one — you'll be clearing problems that hit revenue directly, and your work shows up straight away. You'll work closely with a small, responsive team where your input on process improvements is truly welcomed. As billing steadies, the position naturally broadens into wider operations and client-facing work.