Accounts /Admin Officer

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.

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.