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Administrative and finance assistant

Offshore Virtual Assistants, a well-respected Australian Outsourcing company, require a financial assistant to work with a growing Home Construction and renovation company in Australia.  You would be joining a small, friendly and collaborative team. Our client is committed to making their client experience as simple, stress-free and straightforward as possible. The service they deliver is paramount and this role will play an integral part in the delivery of this.


Job Costing 

  • Check supplier invoices/ labour hire/ subcontractor invoices respond to client queries  and file in relevant job folders
  • Add data from invoices to job spreadsheets 
  • Prepare weekly invoices as per Contract specification
  • Cross-check monthly statements against invoices in Xero & folders
  • Reconcile all accounts/ bank accounts  with a high level of accuracy

Job Administration 

  • Collect all required documents for each job and share with the certifier
  • On job completion, verify all required documentation is received, upload to inndox and handover log-book to client

Xero, Buildertrend and Asana 

  • BAS reports;- understand when GST is required & check ABN’s online to make sure GST entries are correct. 
  • Understand & utilise job codes & account codes in Xero
  • Prepare Weekly Payroll – cross check confirm, amend hours in BuilderTrend to match invoices, Check leave and file STP.  Be
    • able to question/query any discrepancies. Set up new employees. Update WorkCover portal.
    • Quarterly superannuation, to be distributed to superfunds accounts.
    • Ability to use & follow Asana
    • Prepare Xero reports as required. e.g. Profit & Loss etc.
    • Prepare Contract Variation invoices
    • Prepare Contract Stage Payment invoices
    • Follow/check when Stage payments are due (via Asana/Xero) & follow them up so invoicing is not late
    • Prepare/finalise client quotes



    • Answer incoming calls, determine reason for call, response or how/who to delegate 
    • Make calls to clients, certifiers etc. as required and update CRM
    • Send welcome emails  to clients to introduce the company & take full details of transaction
    • Log client documentation and updating details on the CRM
    • Follow and updating processes 
    • PA to the CEO – Diary, calendar and email management
    • Take action by coordinating, tracking and following up on administration/ project  tasks 
    • Transcribe audio meeting notes from site meetings 

    OTHER DUTIES as required to assist in the growth of the company. This will be a rewarding strategic role and will suit those who have a keen eye for detail, an ability to prioritise and strategise 

    In return, we offer a supportive environment and comprehensive training to ensure you get off to the best start.

    Qualifications and Experience/Skills Required
  • Accounting / Business Degree or equivalent (minimum 2 years experience) 
  • Preference for experience in accounts and administration with construction company in Queensland, familiarity with  labour / Master Builders contract regulations 
  • Strong English written and communication skills
  • Solid computer & administrative skills, experience with Xero software

Tools Software

  • Xero Accounting Software 
  • JOB Software – Buildertrend
  • Inndox
  • CRM Asana and Ontraport