Finance & Admin Officer

About The Back Room

We exist to free our clients' time so they can focus on what they do best — growing their business. We deliver smart, efficient solutions that liberate teams from the everyday admin, and we hold ourselves to the same standard. Time is the ultimate currency, and we treat it like it.

About the Client
Our client is a virtual CFO firm based in New Zealand, supporting startups and high-growth companies across SaaS, Deeptech, Manufacturing, and Building and Construction. Their services include budget and forecast modelling, monthly finance and board reporting, cashflow forecasting and planning, board advisory, and capital raising planning and advisory. They are growing their existing offshore team to support their finance and admin function. This role exists to make their CFOs more effective and less stressed, by setting up, checking, and following through on AI-assisted client reporting, alongside bookkeeping and internal admin support.

The Role
As a Finance & Admin Officer, you’ll sit at the centre of how the CFO team works. The firm uses AI (Claude) for much of its analysis and reporting, and you’ll set that work up, check it against the source data, and chase down any flagged questions before a clear summary reaches the CFO. You’ll also provide bookkeeping support to clients and EA-style support to the leadership team. Success looks like CFOs receiving accurate, on-time support with less rework, AI outputs that are always checked before they reach a client, and internal admin and billing that stay current. The role will keep evolving as the firm’s use of AI grows, so this suits someone flexible who is happy to take on whatever helps the team and clients most.

What You'll Do

• Client Support

  • Provide bookkeeping support to clients as needed (Xero coding, bank reconciliations, month-end tasks), including covering gaps when a client’s bookkeeper is unavailable

  • Prepare inputs for AI-driven analysis: run standard reports (e.g. Spotlight, Windsor.ai), and build and maintain each client’s context files in Claude (business summary, GL and reporting structure, currency, entity structure)

  • Run our standard Claude skills, then review the results for reasonableness against the source data

  • Resolve as many of Claude’s flagged questions as possible (including with the client’s bookkeeper) before passing a clear summary to the CFO

  • Action follow-ups from CFO and client meetings

  • Liaise with client bookkeepers, tax accountants and IRD as required

• Internal Duties

  • Internal bookkeeping and billing for CFO 4 U, and for Gilligan Sheppard where agreed

  • EA-type support for CFOs and leadership: diary and inbox management, meeting prep and follow-up, action tracking, filing, and new-client onboarding admin

  • Document repetitive processes, identify tasks that could be automated, and help test and maintain our Claude skills

  • Keep Notion procedures and client records current

  • Other duties as requested by leadership

What We're Looking For

• 3+ years’ bookkeeping or accounts experience in a commercial environment

• Strong Xero experience, with a good understanding of bookkeeping fundamentals (reconciliations, AP/AR, GST, month-end)

• Admin or EA experience (diary, email, document management)

• Working Excel skills

• Hands-on use of AI tools (Claude, ChatGPT etc.) or a clear willingness to learn quickly

• Excellent written and spoken English; reliable and organised

• Flexible and willing to take on whatever is needed as the role evolves

• Curious about AI, and thinks critically rather than blindly trusting its output

• Love your work, your team and your clients

• Honesty and integrity

• Balances materiality with attention to detail

• Communicates clearly

• Works and collaborates well with others

• Positivity

Nice to Have

• Experience in an accounting or advisory practice

• Experience with Spotlight, Windsor.ai or Notion

• Other accounting systems (MYOB, Sage); inventory systems (Cin7, Unleashed)

• NZ GST and tax knowledge

• Accounting qualification (or part-qualified)

Why This Role

You’ll be joining a virtual CFO team that’s actively rebuilding how finance work gets done with AI, and you’ll help shape how that works in practice. It’s a varied seat with exposure to fast-growing companies across several industries, and real room to grow as the role evolves.

This role is open to Philippine citizens currently based in the Philippines.

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