Job Description
This is a remote position.
We are seeking a detail-oriented Accounts / Admin Officer to join a dynamic engineering firm based in Australia that specializes in delivering innovative engineering solutions across commercial and industrial projects. The successful candidate will play a pivotal role in managing financial records and supporting smooth accounting and administrative operations.
Key Responsibilities:
Accounts Payable
- Accurately process invoices and maintain precise payment records.
- Execute payment runs and reconcile vendor statements to resolve discrepancies.
- Set up new vendors in the accounting system and monitor vendor information.
- Reconcile supplier accounts to ensure accuracy in financial records.
- Handle credit card and bank account reconciliations and coding.
- Monitor and manage purchase orders efficiently.
- Support project teams with cost reporting.
- Communicate effectively with suppliers and internal departments to resolve queries.
- Assist with month-end reporting and ensure accounts accuracy.
Accounts Receivable:
- Set up new customer accounts and issue invoices accurately and on time.
- Monitor overdue payments and follow up on outstanding invoices.
- Collaborate with project teams to resolve billing discrepancies and customer inquiries.
- Reconcile customer accounts and maintain accurate financial records.
- Prepare regular reports on accounts receivable status.
Administrative & General Responsibilities:
- Coordinate pre-construction administrative requirements.
- Support the team with general administrative tasks as needed.
- Process payroll and manage debtor communications, including email follow-ups and calls.
- Download and review financial reports.
- Provide comprehensive administrative support to senior executives, including email management, task prioritization, and drafting responses.
- Assist in procurement activities: handle quote requests, vendor coordination, and purchase order processing.
- Support estimation efforts by gathering data and preparing cost breakdowns and reports.
- Manage contract administration: track milestones, payment terms, and maintain proper documentation.
- Maintain organized digital records for procurement, contracts, and project data.
- Utilize project management tools (e.g., Asana, Monday.com, Trello) to track project progress.
- Coordinate with vendors, internal teams, and external stakeholders to support project timelines.
- Manage directors’ inbox, filing of incoming emails, and directing emails appropriately.
Requirements
- Minimum of 5 years of experience in a similar accounts and administrative role.
- Proficiency in Xero accounting software.
- Strong knowledge of Microsoft Office and ability to learn new systems quickly.
- Exceptional attention to detail and organizational skills.
- Ability to work independently and meet deadlines.
- Excellent communication and interpersonal skills.
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