Finance & Administration Assistant

The Administration Assistant will provide administrative, finance tracking, and project support across CARDAV and XT Builders, initially splitting time approximately 50/50 between the two businesses. The role will focus on invoice tracking, timesheets, project costs, Xero-related administration, document preparation, and general business support. Construction or project administration experience is advantageous, but candidates with strong administrative and finance support skills may also be considered. The role may transition to full-time as business needs grow.

• Provide day-to-day administrative support across both businesses.
• Maintain financial trackers, spreadsheets, invoices, receipts, and payment records.
• Assist with Xero administration and organise financial documents for the external accountant.
• Track employee timesheets against projects and support payroll-related reconciliation.
• Monitor project costs, supplier and subcontractor invoices, and outstanding payments.
• Prepare quotations, project documents, templates, and compliance records.
• Maintain project registers, job trackers, and document control systems.
• Assist with progress claim documentation and general business tasks.
• Support basic website updates and marketing administration as needed.

A qualification in Business Administration, Accounting, Finance, or a related field is preferred but not mandatory.

• Experience in administration, accounts support, or a related role.
• Strong Excel and general office administration skills.
• Accurate recordkeeping and financial tracking.
• Good written and verbal English communication.
• Ability to manage multiple tasks and work independently.

Xero experience and construction or project administration exposure are preferred.

• Xero: Basic finance administration and invoice entry preferred.
• Microsoft Office: Strong Excel and Word skills.
• Financial Tracking: Experience maintaining spreadsheets, tracking invoices, and reconciling records.
• Document Management: Preparing and organising business and project documents.
• Payroll Support: Timesheet collection and payroll-related administration.
• Construction Documentation: Familiarity with SWMS and subcontractor documentation is advantageous.

• Organised and detail-oriented.
• Proactive, resourceful, and reliable.
• Numerically confident with strong recordkeeping skills.
• Able to manage competing priorities and follow up independently.
• Comfortable working directly with a business owner in a small, growing business.
• Adaptable and willing to learn new systems and processes.