Bookkeeper with Vista Experience (024-1282)

Looking for Philippines-based candidates

Job Role: Bookkeeper with Vista Experience

Compensation range: $1,500 AUD - $2,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: Our client is a well-established, family-owned civil construction business with more than two decades of industry experience delivering infrastructure projects across Queensland. The business works across a diverse range of projects, including subdivisions, roads, car parks, bulk earthworks and underground infrastructure, supporting builders, developers, contractors and public-sector clients. 

With a growing team, substantial in-house plant and equipment, and a strong focus on technology-driven construction, the business combines practical industry expertise with modern systems to deliver projects efficiently, safely and to a high standard. Its operations place a strong emphasis on quality, accurate project management, reliable delivery and long-term relationships with clients and project partners. 

The company has built its reputation around a hands-on, collaborative approach and is continuing to grow while maintaining the values and personal approach of a family-operated business.

Role Overview: The successful candidate will be responsible for providing bookkeeping, payroll, accounts administration, compliance, reporting and project administration support across multiple entities.

Key Responsibilities: 

Accounts Payable

• Process supplier invoices and credit notes.
• Match invoices to purchase orders, delivery dockets and supporting documentation.
• Code invoices to the correct projects and cost centres.
• Prepare creditor payment runs for approval.
• Manage supplier accounts and resolve queries.
• Reconcile supplier statements and creditor balances.
• Maintain subcontractor documentation and compliance records.

Accounts Receivable

• Raise customer invoices, progress claims will be by Project Manager.
• Assist with preparation of supporting documentation for claims.
• Monitor outstanding debtors.
• Follow up overdue accounts.
• Reconcile debtor balances.
• Manage customer account enquiries.

Payroll Administration

• Process weekly payroll.
• Maintain employee records.
• Process leave requests and adjustments.
• Prepare and lodge STP submissions.
• Superannuation processing and reporting.
• Maintain payroll compliance records.

Bank and General Ledger Reconciliations

• Daily and weekly bank reconciliations.
• Credit card reconciliations.
• GST control account reconciliations.
• Loan and finance account reconciliations.
• Balance sheet reconciliations.
• Journal processing and month-end adjustments.

BAS and Compliance

• Assist with preparation of BAS and IAS returns.
• Prepare supporting workpapers.
• Maintain ATO compliance records.
• Process Fuel Tax Credit calculations and claims.
• Assist with TPAR preparation and lodgement.
• Complete payroll year-end reconciliations.
• Assist with audit requests and compliance reporting.

Financial Reporting

• Prepare monthly management reports.
• Prepare job cost reports.
• Assist with cash flow forecasting.
• Assist with budgeting and profit & loss forecasting.
• Monitor project costs against budgets.
• Prepare ad hoc financial reports for management.

Construction Administration Support

• Review and code supplier invoices against specific projects.
• Assist with project cost tracking and reporting.
• Reconcile plant hire and equipment charges.
• Reconcile internal plant and equipment hire between entities.
• Assist with subcontractor payment processing.
• Track retention amounts and security requirements.
• Maintain project registers and cost allocation records.
• Assist with preparing supporting documentation for variation claims and payment claims.

Subcontractor & Compliance Administration

• Maintain subcontractor onboarding records.
• Track and monitor:
• Insurances
• Licences
• SWMS
• Trade qualifications
• Plant registrations
• White Cards
• Compliance documentation
• Notify management of upcoming expiries.
• Maintain contractor compliance registers.

Plant & Asset Administration

• Maintain plant and equipment registers.
• Monitor equipment costs and allocations.
• Process internal hire charges.
• Reconcile plant utilisation records.
• Assist with tracking minor plant and equipment assets.

General Administration

• Maintain accounting software records.
• Data entry and document management.
• Maintain filing systems and digital records.
• Assist with process improvement and reporting automation.
• Other administrative and bookkeeping duties as required.

Essential Software Experience

Responsibilities within Vista may include:

• Accounts payable processing.
• Accounts receivable and invoicing.
• Job and cost code allocations.
• Project cost reporting.
• Payroll processing and payroll allocations.
• Supplier and subcontractor management.
• General ledger processing.
• Month-end reconciliations.
• Work order and project administration support.
• Financial reporting and data extraction.
• Maintaining data accuracy across projects and cost centres.

Candidates without previous Vista by Viewpoint experience will not be considered.

Requirements

Required Skills and Qualifications:

We are specifically seeking a candidate who has:

• Previous experience supporting Australian construction, civil construction, engineering or contracting businesses.
• Strong knowledge of Australian payroll, GST, BAS and compliance requirements.
• Advanced bookkeeping and accounts administration experience.
• A very good understanding of Vista by Viewpoint.
• Strong Microsoft Excel skills.
• Excellent written and verbal English communication.
• High attention to detail and the ability to work autonomously.

The successful candidate will become an integral member of our finance and administration team and will ultimately take ownership of a significant portion of the bookkeeping, payroll, accounts administration, project costing support and compliance functions across multiple entities.

Software Experience Required

Candidates should have experience in:

• Candidates must have a very good understanding of Vista by Viewpoint (Trimble Viewpoint) and be capable of working independently within the system.
• Vista and Quickbooks accounting platforms.
• Microsoft Excel (Intermediate to Advanced).
• Microsoft Outlook, Teams and SharePoint.
• Experience with construction accounting systems is highly desirable.
• Experience with Australian payroll and GST requirements is essential.

Transition Period

The successful candidate will initially work alongside our current Bookkeeper during a structured transition and handover period.

During this period they will:

• Receive training on internal systems, processes and workflows.
• Work directly with our existing Bookkeeper to learn entity structures, reporting requirements and project administration procedures.
• Become familiar with construction accounting practices, job costing structure and project reporting requirements.
• Gradually assume responsibility for day-to-day bookkeeping and finance administration functions.
• Develop a detailed understanding of internal processes before taking ownership of recurring tasks.

The objective is to achieve a seamless transition while maintaining continuity of service and accuracy across all accounting and administration functions.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)