We seek a proactive and detail-oriented Project & Finance Data Entry Assistant to support the operations team. Your primary responsibility will be entering Cost of Goods and other financial data into job management systems, ensuring that it syncs correctly into Xero to reflect true job performance and financial health.

The successful candidate will work closely with the local team to streamline internal processes, assist with sales lead tracking, and provide ongoing admin support using job management software and Microsoft 365 tools.

Employment Type: Contractor | Part-Time 20 hours per week, work from home. 

Primary Duties:

• Input and manage supplier and purchase invoice data into job files
• Document and systemise existing admin processes
• Assist in the transition between job management systems (e.g., Tradify to Ascora or Simpro)
• Provide admin support using Microsoft 365 tools
• Maintain up-to-date digital records of job financials (e.g., in Xero)
• Support accurate and timely timesheet entries for job costing
• Help manage customer databases and CRM updates

Secondary Duties:

• Collaborate with the team to enhance workflow efficiency
• Assist with marketing support and social media planning
• Identify and flag inconsistencies in data for review
• Ensure job costing matches invoices recorded in accounting systems
• Send invoices once jobs are marked as complete

Skills & Qualifications

• Proven experience in data entry, job costing, or bookkeeping
• Familiarity with Xero and job management platforms (e.g., Tradify, Ascora, Simpro)
• Strong attention to detail and accuracy
• Good understanding of trade or construction-related workflows (preferred)
• Strong English communication skills (written and verbal)
• Confident using Microsoft 365 (Outlook, Excel, Word, etc.)
• Tech-savvy and open to learning new tools and systems, including automation tools

Tools You’ll Use

• Microsoft 365
• Xero
• Job management platforms (e.g., Tradify, Ascora, Simpro)
• CRM systems
• Automation tools like Zapier or Power Automate

Preferred (but not essential):

• Degree in Business Administration, Accounting, or related field
• At least 1 year of experience in trade or construction support roles
• Experience with accounting or project admin
• Prior experience as a virtual assistant or remote admin
• CRM management and lead tracking experience
• Familiarity with automation platforms (Zapier, Power Automate, etc.)