Position : Senior Office Administrator (Xero)

Salary : $1,400 - $1,900 AUD a month maximum

Working Hours & Conditions : Monday to Friday AU Business Hours

Holidays : Public holidays in AU

(additional time off at owners discretion)

ROLE OVERVIEW:

We are seeking an experienced and proactive Office Administrator with strong Xero capability to take ownership of day-to-day business administration and provide support across accounts, payroll, invoicing, compliance, scheduling and project operations.

This is a broad and hands-on position requiring someone who can work independently, manage recurring responsibilities without constant direction, and ensure deadlines, payments, documentation and operational tasks are consistently followed through.

A significant component of the role involves Xero and accounts administration, including reconciliations, accounts payable and receivable, customer invoicing and payroll preparation.

RESPONSIBILITIES:

Xero & Accounts Administration

Maintain accurate and up-to-date records within Xero
Process and correctly code supplier invoices
Complete daily reconciliation of incoming customer payments
Monitor accounts payable and supplier due dates
Prepare supplier payment schedules for management approval
Reconcile supplier statements and investigate discrepancies
Monitor accounts receivable and outstanding customer invoices
Send customer statements and payment reminders
Follow up overdue accounts and escalate where required
Prepare weekly customer invoices and maintain accurate invoicing records
Assist with BAS and bookkeeping information for the external bookkeeper/accountant
Support management with cashflow monitoring and reporting

The detailed task schedule specifically separates payment preparation from final approval, with the Director retaining final approval over supplier payment batches.

Payroll & Employee Administration

Review employee timesheets and follow up missing information
Check hours, job allocations, overtime and allowances
Prepare weekly payroll within Xero
Prepare payroll and payment files for final management approval
Finalise payroll records and issue employee payslips
Assist with superannuation processing
Maintain accurate employee and payroll records

The existing process has payroll occurring weekly, including timesheet review, Xero pay-run preparation and final management approval.

Office & Executive Administration

Manage incoming calls, emails and general correspondence
Assist with management of the Director’s inbox and prioritise important communications
Manage calendars, appointments, site inspections and reminders
Prepare information and documentation ahead of quote meetings
Assist with new client onboarding and documentation
Maintain accurate company records, registers and filing systems
Track outstanding tasks and proactively follow up required actions
Provide general administrative support to the Director and wider business

Project & Operational Support

Create and maintain job files from quote acceptance through to completion
Assist with scheduling labour, plant, equipment, trucks and subcontractors
Coordinate deliveries, waste removal and site requirements
Assist with permits, inspections and project administration
Maintain job and operational information within company systems
Review job sheets and ensure required information is complete
Track project progress and support work-in-progress reporting
Help ensure upcoming projects are properly documented and prepared

These operational duties are a material part of the position, including scheduling resources, coordinating site requirements and tracking work in progress.

Compliance & Documentation

Prepare and maintain project-specific WHS documentation
Assist with SWMS, inductions and compliance records
Maintain registers for licences, insurances, permits, registrations and certifications
Monitor expiry dates and coordinate renewals before deadlines
Maintain employee licences, competencies, inductions and training records
Maintain subcontractor compliance documentation
Ensure company documentation remains organised, current and accessible

A key expectation is proactive monitoring so licences, permits, registrations and insurance requirements do not lapse because they were overlooked.

Tools & Systems

Xero – essential
Microsoft Excel
Microsoft Office / Microsoft 365
Emvisage – operational/job information
Pay.com.au
Email, calendar and cloud-based document management systems

Requirements

QUALIFICATIONS:

Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similar
Strong practical Xero experience – essential
Experience with accounts payable and accounts receivable
Experience completing bank/payment reconciliations
Previous payroll administration experience
Strong Microsoft Excel skills
Excellent written and verbal English
Exceptional organisation and attention to detail
Ability to manage recurring daily and weekly deadlines
Comfortable following up customers, suppliers and employees for outstanding information
Ability to identify discrepancies rather than making assumptions
Proactive working style with the ability to operate independently

Highly Desirable

Previous experience supporting an Australian construction, demolition, excavation, waste management or trades business
Australian Xero and payroll experience
Familiarity with WHS and construction compliance documentation
Experience coordinating field staff, vehicles, equipment or project schedules
Experience supporting a business owner or Director directly

D2B