Administration and Accounts Assistant

Position purpose

Provide accurate administrative and accounts support, with a focus on migrating data, entering and maintaining records in Xero, and completing basic bookkeeping tasks. The role requires fluent written and spoken English to communicate clearly with clients and colleagues and resolve information gaps.

Key responsibilities

Data migration and record accuracy

• Prepare, clean and organise source data for migration, following agreed templates and instructions.
• Assist with importing data into Xero and updating contact, invoice, bill and transaction records.
• Compare migrated records with source information, identify duplicates or missing data, and maintain a log of issues for review.

Accounts and bookkeeping support

• Enter invoices, bills, receipts and other financial transactions accurately, using approved coding guidance.
• Assist with accounts payable and receivable, including maintaining records and preparing payment or outstanding invoice lists for review.
• Support routine bank reconciliations and flag unmatched transactions or discrepancies to the supervisor.
• Organise supporting documents and assist with basic financial reports and month end preparation.

Administration and communication

• Maintain spreadsheets, electronic files and document registers, and complete general data entry and administrative tasks.
• Communicate professionally in English, clarify instructions and request missing information promptly.
• Provide progress updates on assigned work and escalate errors, delays or unclear accounting treatment.
• Protect confidential client and financial information and follow approved access and document handling procedures.

Essential selection criteria

• Hands on experience using Xero for transaction entry, invoicing, bills and basic bank reconciliation.
• Previous experience in accounts administration, bookkeeping support or a similar administrative role.
• Fluent written and spoken English, with the ability to understand instructions and communicate clearly with clients and colleagues.
• Basic understanding of bookkeeping principles, accounts payable and receivable, and financial record keeping.
• Strong attention to detail, accurate data entry skills and a methodical approach to checking work.
• Confidence using Microsoft Excel or Google Sheets to organise, check and maintain data.
• Ability to prioritise tasks, meet agreed deadlines and handle confidential information responsibly.

Desirable experience

• Data migration, bulk data imports or transferring records between accounting systems.
• Experience supporting clients in an outsourcing or shared services environment.
• Relevant accounting or bookkeeping training, or Xero certification.

Performance expectations

• Records and transactions are accurate, complete and supported by source documents.
• Migration checks are completed and discrepancies are logged and escalated promptly.
• Assigned tasks are completed within agreed deadlines, with clear progress updates.
• Communication is professional and confidential information is handled appropriately.

The role provides administrative and basic accounting support under agreed procedures. Payments, write offs, material adjustments and complex accounting matters must be referred to the authorised supervisor or accountant for approval.