Accounts Administrator

About the Role

We are a growing consumer goods (CPG) group with entities in New Zealand and the United States, looking for a detail-oriented Accounts Officer to support our finance team across accounts receivable, accounts payable, bank reconciliations, sales deductions, and month-end tasks.

Reporting to the Financial Controller and working closely with the CFO, this person will take ownership of day-to-day accounting processes across both our NZ and US entities. The role suits someone who is fluent in Xero, works accurately to recurring deadlines, and is happy to step in on ad hoc tasks as the business grows. Hours are expected to increase over time, and additional responsibilities will be added as the role develops.

Work Structure & Requirements

• Schedule: 25–40 hours per week initially, with potential to increase as the business grows. Weeks 1 and 4 of each month will be busier than weeks 2–3
• Work Days: Flexible, with at least one day overlapping with the CFO (currently Tuesday, Wednesday, and Friday)
• Location: Remote
• Timezone: [To be confirmed: NZT or EST]
• Reports To: Financial Controller
• Start Date: ASAP, with up to 2 weeks of handover from the current incumbent
• Compensation: 8 USD per hour

Key Responsibilities

1. Accounts Inbox
   • Take responsibility for the generic accounts inbox in Gmail and handle all incoming email appropriately
2. Accounts Receivable
   • Enter Amazon deductions into the monthly Amazon invoices prepared by the Operations team (monthly)
   • Send customer statements to all NZ and US entity customers (monthly)
   • Check that the Accounts Receivable ledgers in Xero match the amounts shown in customer portals (fortnightly)
   • Follow up on and promptly recover outstanding amounts for both entities (weekly)
3. Accounts Payable
   • Enter all supplier invoices into ApprovalMax and send them to nominated approvers for both entities (daily)
   • Monitor ApprovalMax to ensure all invoices are approved, chasing any that are outstanding (cleared each Thursday)
   • Confirm ApprovalMax has successfully synced to Xero for both entities (weekly, Friday)
   • Prepare the Accounts to Pay schedule for both entities (weekly, Friday)
   • Set up payment runs in NZ and US banks for approved payments and notify the bank transaction approver when complete (weekly, Friday)
   • Reconcile all monthly supplier statements to Xero Accounts Payable and resolve any variances (by the 15th of each month)
4. Bank Reconciliations
   • Keep all bank reconciliations in Xero accurate and up to date for both entities (at least weekly, by Friday morning before the Accounts to Pay schedule is prepared)
5. Sales Deductions
   • Check and send deduction reports to the NZ and US Sales Managers (NZ entity monthly, US entity twice a month)
   • Code all remittances received from US customers in MarginWiz according to codes allocated by the US Sales Manager (weekly, by Thursday)
   • Assist the US Sales Manager with recording sales deduction realisations to keep US sales deduction accruals accurate
6. Month-End & Other Duties
   • Prepare and send the monthly sales agency commission calculation workbook
   • Prepare end-of-month stock reconciliations (Unleashed to Xero) for both entities
   • Send Australian GST information to the Australian accountant (monthly, ending soon)
   • Complete ad hoc reconciliations, reports, and other assistance as required by the wider team
7. Future Responsibilities
   • Maintain the intercompany account between the NZ and US entities and enter the required monthly journals
   • Prepare and post standing monthly journals for both entities

Required Skills & Experience

• Xero (Required): Fluency in Xero, with at least 2 years of recent experience in a Xero-based environment
• Communication: Excellent written and verbal communication skills
• Attention to Detail: Accurate and thorough across recurring deadlines and reconciliations
• Working Style: Willing to learn, adaptable, and happy to step in on ad hoc tasks as required
• Technical Skills: Familiarity with Google Workspace (Gmail, Calendar, Drive, Docs) is a plus
• Industry Background: Previous experience in a US-based CPG environment is a plus
• Inventory Systems: Experience with Unleashed or similar inventory management software is a plus
• Deductions Software: Experience with MarginWiz or similar deductions software is a plus
• Expense Management: Experience with ApprovalMax or similar expense management software is a plus
• AI Tools: Comfort using AI tools to support day-to-day work is a plus