Operations & Invoicing Assistant (P2P30042026)
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AI Summary
About Us
Buddle was founded to address the growing demand for reliable and efficient staffing solutions across diverse industries globally. Our mission is to seamlessly connect businesses with skilled professionals, fostering long-term partnerships that benefit both parties. At Buddle, we prioritise trust, value, and sustainability in every staffing solution we provide.
About the Role
We’re looking for an Operations & Invoicing Assistant to support a fast-paced, production-focused business based in Australia.
In this role, you’ll play a key part in keeping daily operations running smoothly, from ensuring accurate and timely invoicing to supporting broader administrative, financial, and client-facing processes as you grow in the role.
This position is structured with clear progression. You’ll begin with a focused scope (10–15 hours per week) and gradually take on more responsibility, with the opportunity to transition into a full-time role managing core operations and client communication.
If you’re highly organised, detail-oriented, and proactive, and you enjoy taking ownership in a dynamic environment, this role offers strong long-term growth and impact.
Key Responsibilities
Stage 1 — Invoicing & Accuracy (Part-Time: 10–15 hours/week)
- Review completed jobs daily and ensure all are invoiced within 24 hours
- Accurately calculate invoice amounts based on job specifications and pricing guidelines
- Create and issue invoices with correct client details and line items
- Update internal systems to reflect invoice status and tracking
- Identify and flag incomplete or unusual job details for clarification
- Escalate exceptions or discrepancies promptly
Stage 2 — Operations, Bookkeeping & Admin (Full-Time)
- Monitor outstanding invoices and send timely payment reminders
- Support bookkeeping tasks, including reconciliation and maintaining accurate records
- Manage and maintain a clean, organised inbox with timely responses
- Coordinate purchase orders and track supply deliveries
- Maintain accurate and consistent data across internal systems
- Prepare and send regular reports to clients and internal stakeholders
Stage 3 — Client Management & Business Support (Full-Time)
- Serve as the primary point of contact for client enquiries via email and calls
- Build and maintain strong relationships with clients
- Proactively follow up on ongoing and upcoming jobs
- Support sales efforts by following up leads and identifying opportunities
- Assist in preparing quotes for non-standard or larger jobs
- Track client activity and contribute to business performance reporting
Other Responsibilities
- Identify opportunities to improve workflows, accuracy, and efficiency
- Maintain a high level of organisation across systems and processes
- Support additional administrative and operational tasks as needed
- Handle sensitive business and financial information with professionalism
About You
- At least 2 years proven experience in administrative, invoicing, or operations support roles
- Experience with Xero or similar cloud accounting software
- Strong written and spoken English communication skills
- High attention to detail—accuracy is critical, especially in invoicing
- Comfortable learning and using new tools and systems
- Proactive and reliable, with the ability to work independently
- Strong organisational and time management skills
- Availability to work during Australian business hours
- Experience supporting production, trade, or similar industries is a plus, but not required
Finer Details
Schedule: TBD
Start Date:
TBD
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