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.

Responsibilities

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
    
    

  SECONDARY ROLE 

  Administration 

  • 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