Admin Assistant

Job Summary

We are looking for a detail-oriented and organized Administrative Assistant to provide administrative and finance support, with a focus on billing, invoicing, data entry and financial reporting. The successful candidate will assist with the day-to-day processing of billing transactions and ensure that financial records and reports are accurate and up to date.

Key Responsibilities

Billing & Invoicing

• Prepare and issue customer invoices accurately and in a timely manner.
• Process billing transactions and ensure supporting documentation is complete.
• Verify billing information, charges, rates and supporting documents before invoicing.
• Monitor outstanding invoices and assist with follow-up on overdue payments.
• Prepare credit notes, debit notes and billing adjustments where required.
• Maintain accurate and organized billing records.

Finance & Data Entry

• Perform daily data entry of financial and billing transactions into the accounting system.
• Ensure accounting and billing records are accurate and properly maintained.
• Assist with accounts receivable and accounts payable-related administrative tasks.
• Match invoices and supporting documents against relevant records.
• Assist with reconciliation of billing and financial data.
• Maintain proper filing of invoices, receipts, payment records and other financial documents.

Reports & Administrative Support

• Prepare regular billing and finance reports for management review.
• Generate reports on invoicing, outstanding balances, collections and other billing-related information.
• Assist with month-end closing activities and preparation of supporting schedules.
• Maintain spreadsheets and databases relating to billing and finance activities.
• Provide general administrative support to the Finance Department.
• Perform any other finance or administrative duties as assigned.

Requirements

• Diploma/Nitec Cert in Accounting or Business Admin preferred
• Relevant experience in basic billing processes
• Proficient in Microsoft Office
• Knowledge of Xero Accounting Software will be a bonus
• Self-motivated, able to work independently and in a team
• Able to start on short notice or immediately will be preferred

Benefits

• 5 day work week - Monday to Friday, 8.30am - 5.30pm
• No overtime required
• Medical claim reimbursement
• Annual leave