Executive Assistant / Accounts Administration Officer

About the role

Fully remote role - This is a varied, hands-on role reporting directly to the Managing Director. You'll be the MD's right hand, keeping the admin, finance and day-to-day running of the business on track. That includes running payroll and invoicing for our workforce across active projects. It suits someone who likes variety, takes ownership, and gets satisfaction from getting the details right.

Key responsibilities

• Process weekly payroll in Xero for a casual and project-based workforce. This covers timesheets, allowances, overtime, superannuation and STP reporting.
• Prepare and issue client invoices in Xero, matched to timesheets and project rates, and logistic expenses.
• Manage accounts receivable and payable, follow up on debtors, and reconcile bank transactions.
• Maintain project cost trackers and reconcile supplier invoices against them.
• Manage the MD's calendar, inbox and priorities.
• Prepare correspondence, quotes, reports and business documents.
• Build and maintain Excel spreadsheets for reporting, rosters and cost tracking.
• Coordinate with clients, suppliers and our operations team.
• Support onboarding, including worker documentation, inductions, tickets and licences.
• Help keep our ISO management system records up to date.

About you

• Proven experience with Xero payroll and invoicing. This is essential.
• Strong Excel skills, including formulas, lookups and building clean, usable spreadsheets.
• Exceptional attention to detail. You check your work, and then you check it again.
• High-level written and verbal communication skills, comfortable dealing with clients and site teams.
• Self-motivated, organised and reliable working remotely with minimal supervision.
• Discreet and trustworthy with confidential information.
• Labour hire, construction, mining or energy industry experience is highly regarded.
• Knowledge of Claude agents and connectors is an advantage.

About us

Engage Services Group (ESG) is an Australian-owned industrial trade services company. We supply specialist tradespeople to the power generation sector, mining, Oil & gas and food preparation clients nationally. We hold ISO 9001, 14001 and 45001 certifications. We're a lean, fast-moving team that values accuracy, reliability and doing what we say we'll do.

Benefits

• Work directly with the Managing Director, with real influence and visibility in the business.
• Fully remote from anywhere between NZ and WA / Asia time zones
• Flexible hours, aligned to AWST/AEST business hours.
• Variety and the chance to grow with the business.
• A small, supportive team without the corporate red tape.

Apply Directly to [email protected]

W: https://esgtrades.com.au/