Finance & Administrative Assistant

About the Role

This is a combined finance and administration role, providing dedicated support across the accounting and administrative functions that underpin the day-to-day operation of the body corporate portfolio. The role covers a broad range of tasks, from invoice processing, levy management and BAS reporting through to correspondence, work orders, insurance and register maintenance.

The successful candidate will work closely with the Director and Body Corporate Manager, helping to ensure that financial records are accurate and up to date, statutory reporting obligations are met, and administrative processes relating to owners, meetings and registers are completed accurately and on time.

Key Responsibilities

Accounting and Finance

• Enter and process invoices accurately, ensuring correct allocation to the appropriate accounts

• Manage levy administration, including levy notices and follow-up as directed

• Assist with BAS reporting, GST reconciliation, and other periodic tax compliance obligations

• Generate and issue invoices to owners, contractors and other stakeholders as required

• Support budget preparation and financial year-end review processes.

• Prepare journal entries and amendments to maintain accurate financial records

• Generate tax return reports and supporting financial data as directed

• Maintain accurate financial records and flag any discrepancies or outstanding items for review

• Provide general financial administration support and assist with ad hoc finance-related tasks as directed by the manager.

Administrative

• Draft and issue letters, and respond to email correspondence with owners, committees and other stakeholders

• Issue work orders for maintenance and repairs, including monitoring and follow-up.

• Assist with the insurance renewal process and update insurance information in the system.

• Maintain and update body corporate registers in accordance with established processes

• Input new owner details and process ownership changes accurately and in a timely manner

• Update the roll and associated records to reflect current ownership and contact information

• Receipt and record vote papers in accordance with meeting and voting requirements

• Draft and issue meeting agendas in accordance with established templates and statutory timelines

• Maintain accurate electronic filing systems, ensuring documents are correctly saved and organised

• Provide general administrative support and assist with ad hoc administration-related tasks as directed by the manager.

General Support

• Follow established processes and templates to ensure consistency and compliance across all tasks

• Communicate professionally with owners, committee members, contractors and other stakeholders via email and other platforms under the direction of the manager

• Assist with additional operational or administrative tasks as directed, supporting the broader team as priorities evolve

• Identify and flag opportunities for process improvement to the manager

Requirements and Skills

Essential

• Minimum 3 years' proven experience in a finance, accounts, bookkeeping or administrative role.

• Strong attention to detail and a high standard of accuracy in both financial and written administrative work

• Excellent written and verbal English communication skills

• Confidence working with invoicing, reconciliations, and basic financial reporting processes

• Proficiency with computer systems and confidence in learning new software platforms

• Ability to manage multiple tasks, follow processes and meet deadlines independently

• Professional, reliable and proactive approach to work

Desirable (Nice to Have)

• Prior experience in body corporate, strata management or owners corporation administration

• Experience with BAS reporting or working alongside a BAS/tax agent

• Familiarity with body corporate or strata management software (e.g. StrataMax, BCsystems, Urbanise or similar)

• Experience working with Australian businesses in an offshore capacity

• Understanding of body corporate processes, including levies, registers, meetings and insurance renewals

Hardware and Software Requirements (BYOD)

This is a work-from-home, bring-your-own-equipment (BYOE) role. Applicants are required to provide their own work dedicated equipment that meets the following Hardware and Software Requirements:

• Laptop Set up and Windows OS environment

o   Minimum: Intel Core i5 8th gen and above, or equivalent

o   Operating System: Windows 11 Home/Pro — 64-bit (Genuine)

• Memory: 8GB RAM or more

• Anti-virus installed on the device

• Internet: Minimum 100 Mbps (DSL/Fibre only). LTE accepted as backup connection only.

• Laptop battery: Must last at least 1 hour on a full charge

• Power backup required

• Headset with microphone and noise cancellation (Jabra or Plantronics recommended)

• Dual monitors required

Work-from-Home Setup: A quiet, dedicated and distraction-free workspace suitable for performing the role during working hours.