Finance Officer (Bookkeeping, Payroll and Accounts Receivable) (030-1312)

1. Bookkeeping and financial control

• →Complete accurate and timely bank and credit-card reconciliations in Xero, investigate unmatched items and resolve discrepancies.
• →Maintain clean transaction coding, supporting records and reconciled control accounts in line with the company’s approved procedures.
• →Prepare BAS data, reconciliations and workpapers for final review and lodgement by the CEO; promptly escalate coding, GST or source-document issues.
• →Process and reconcile Stripe receipts and fees, and use Pay.com for approved payments where credit-card payment is not otherwise available and for the approved payroll workflow.
• →Import and reconcile Reece supplier transactions against invoices, credits, statements and the relevant jobs or cost categories.
• →Maintain an orderly month-end checklist and supply accurate supporting information to management when required.

2. Billing, accounts receivable and debt collection

• →Prepare and issue approximately 70 deposit, progress and final invoices per week from approved job information and agreed billing triggers.
• →Review the accounts receivable ledger regularly and follow up overdue accounts by email using agreed escalation rules and a professional, firm and respectful tone.
• →Send statements, payment reminders, copies of invoices and other finance correspondence to clients; record contact, commitments and disputed items.
• →Allocate receipts promptly, reconcile client accounts and investigate unidentified or short payments.
• →Work with the Office Manager and operational team to resolve invoice queries, missing job documentation, pricing discrepancies, variations and disputed charges.
• →Provide a concise weekly aged-receivables and collection update, including promised payment dates, disputes, risks and items requiring management action or referral to the approved external debt-collection service.
• →Refer escalated debts in accordance with the approved process. Any payment plan, settlement, credit, write-off or departure from standard terms requires prior approval from the Office Manager or CEO.

3. Accounts payable, suppliers and subcontractors

• →Receive, verify, code and process supplier and subcontractor invoices only after the required job match and approval checks are complete.
• →Reconcile subcontractor invoices, supplier statements and credits; follow up missing documents and discrepancies.
• →Prepare the Taxable Payments Annual Report information, reconciliations and supporting records for final review and lodgement by the CEO.
• →Maintain accurate supplier and subcontractor records and assist with scheduled payment runs under approved authority limits.

4. Payroll, superannuation and leave

• →Prepare and process weekly payroll for approximately 10 employees accurately and on time in Xero using approved timesheets, allowances, deductions and employee changes.
• →Reconcile payroll, PAYG withholding, leave balances and payroll clearing accounts; investigate variances before final approval.
• →Prepare Single Touch Payroll information and complete transmission or finalisation only within the authority and review arrangements established by the company.
• →Prepare superannuation contributions and payment records in line with the approved payroll calendar and current employer requirements.
• →Maintain LeavePlus records and assist with the preparation of required submissions and reconciliations.
• →Respond discreetly and accurately to routine employee payroll queries, escalating interpretation, entitlement or compliance questions.

5. Simpro finance processes

• →Follow and improve the Simpro workflows that connect job status, purchase orders, supplier costs, variations, deposits and invoicing.
• →Check that jobs are financially ready for invoicing: required approvals, labour/material information and supporting documents are present and exceptions are resolved.
• →Support reliable data flow and reconciliation between Simpro, Xero and payment platforms without creating duplicate transactions.
• →Document recurring Simpro finance procedures and assist the Office Manager and team to follow them consistently.

6. Process improvement, controls and communication

• →Map current billing and finance workflows, identify bottlenecks or control gaps, and recommend practical improvements for approval.
• →Create and maintain clear process notes, checklists, templates and recurring finance calendars.
• →Meet regularly with the Office Manager, communicate priorities and exceptions clearly, and follow through on agreed actions.
• →Protect confidential business, banking, customer and employee information and follow all access-control and cyber-security procedures.
• →Use the approved password manager and access-request process; never share passwords through email, chat or unsecured documents.
• →Operate within delegated authority: no new supplier bank detail, payment, refund, write-off, payroll change or system-access change is actioned without the required independent verification and approval.

• Demonstrated advanced working proficiency in Xero, including bank reconciliation, accounts payable, accounts receivable and payroll.
• Solid experience in a bookkeeping, finance officer or accounts role with ownership of recurring deadlines and reconciliations.
• Practical knowledge of Australian bookkeeping and payroll workflows, with the judgement to escalate matters requiring Australian tax, payroll or employment-law interpretation.
• Proven experience with debtor follow-up and client finance correspondence by email.
• Strong reconciliation skills, accuracy and ability to trace discrepancies to source documents.
• Clear written and spoken English and confidence in communicating with clients, suppliers, subcontractors, employees and managers.
• High integrity, discretion and security awareness when handling financial credentials and personal information.
• Reliable internet, a professional remote-work environment and capacity for approximately two hours of collaboration overlap with Melbourne business hours each working day.

• Hands-on Simpro experience, particularly job costing, purchasing, invoicing and Xero integration workflows.
• Finance experience in plumbing, construction, field services or another job-based trade business.
• Experience with Stripe, Pay.com, Reece supplier imports/reconciliations, LeavePlus and contractor reporting.
• Relevant accounting or bookkeeping qualification; Australian BAS/payroll training or experience is advantageous.

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”)