Bookkeeper & Admin Assistant

Key Responsibilities:

Administrative Support

• Provides general administrative support to management and team members.
• Manages emails, calendars, appointments, and business correspondence.
• Maintains organized digital and physical filing systems.
• Prepares reports, documents, and business-related correspondence as required.
• Assists with data entry and record management activities.
• Supports various operational and administrative projects.

Quotation Preparation

• Prepares and issues accurate customer quotations based on pricing guidelines and client requirements.
• Coordinates with suppliers and internal stakeholders to obtain pricing information.
• Ensures quotations are completed promptly and accurately.
• Maintains quotation records and tracks quotation status.
• Follows up on outstanding quotations and client inquiries.

Invoicing and Accounts Receivable

• Generates and issues customer invoices on time.
• Ensures invoices accurately reflect approved quotations and completed work.
• Maintains invoicing records and supporting documentation.
• Processes invoice amendments, adjustments, and credit notes when required.
• Monitors accounts receivable and provides regular status updates.

Collections

• Follows up on outstanding invoices and overdue accounts professionally.
• Communicates with customers regarding payment schedules and account balances.
• Investigates and resolves billing discrepancies to facilitate prompt payment.
• Maintains collection records and provides aging reports to management.
• Escalates unresolved collection matters when necessary.

Bookkeeping (Xero)

• Performs day-to-day bookkeeping tasks using Xero.
• Records financial transactions accurately and maintains accounting records.
• Reconciles bank transactions and accounts.
• Processes supplier invoices and expense claims.
• Assists with preparing financial reports and month-end reconciliations.
• Supports the accountant or finance team as needed.

Customer Service

• Serves as a primary point of contact for customer inquiries.
• Responds to client requests in a professional and timely manner.
• Provides information regarding quotations, invoices, payments, and services.
• Builds and maintains positive relationships with customers and suppliers.
• Assists in resolving customer concerns and ensuring a positive client experience.

Qualifications:

• At least three (3) years of experience in Administration, Bookkeeping, Accounts Receivable, or a similar role.
• Degree in Accounting Technology, Accountancy, Finance, Business Administration, or a related field.
• Experience using Xero or comparable accounting software.
• Strong proficiency in Microsoft Office, particularly Excel.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Ability to manage competing priorities and meet deadlines.
• Professional and customer-focused approach.

Preferred Qualifications:

• Experience preparing quotations and managing customer invoicing.
• Knowledge of accounts receivable and collection processes.
• Understanding of basic bookkeeping and accounting principles.
• Experience supporting an Australian construction business is an advantage.