Senior Office Administrator (Xero)

Position : Senior Office Administrator (Xero) Salary : $1,400 - $1,900 AUD a month maximum Working Hours & Conditions : Monday to Friday AU Business Hours Holidays : Public holidays in AU (additional time off at owners discretion) ROLE OVERVIEW: We are seeking an experienced and proactive Office Administrator with strong Xero capability to take ownership of day-to-day business administration and provide support across accounts, payroll, invoicing, compliance, scheduling and project operations. This is a broad and hands-on position requiring someone who can work independently, manage recurring responsibilities without constant direction, and ensure deadlines, payments, documentation and operational tasks are consistently followed through. A significant component of the role involves Xero and accounts administration, including reconciliations, accounts payable and receivable, customer invoicing and payroll preparation. RESPONSIBILITIES: Xero & Accounts Administration Maintain accurate and up-to-date records within Xero Process and correctly code supplier invoices Complete daily reconciliation of incoming customer payments Monitor accounts payable and supplier due dates Prepare supplier payment schedules for management approval Reconcile supplier statements and investigate discrepancies Monitor accounts receivable and outstanding customer invoices Send customer statements and payment reminders Follow up overdue accounts and escalate where required Prepare weekly customer invoices and maintain accurate invoicing records Assist with BAS and bookkeeping information for the external bookkeeper/accountant Support management with cashflow monitoring and reporting The detailed task schedule specifically separates payment preparation from final approval, with the Director retaining final approval over supplier payment batches. Payroll & Employee Administration Review employee timesheets and follow up missing information Check hours, job allocations, overtime and allowances Prepare weekly payroll within Xero Prepare payroll and payment files for final management approval Finalise payroll records and issue employee payslips Assist with superannuation processing Maintain accurate employee and payroll records The existing process has payroll occurring weekly, including timesheet review, Xero pay-run preparation and final management approval. Office & Executive Administration Manage incoming calls, emails and general correspondence Assist with management of the Director’s inbox and prioritise important communications Manage calendars, appointments, site inspections and reminders Prepare information and documentation ahead of quote meetings Assist with new client onboarding and documentation Maintain accurate company records, registers and filing systems Track outstanding tasks and proactively follow up required actions Provide general administrative support to the Director and wider business Project & Operational Support Create and maintain job files from quote acceptance through to completion Assist with scheduling labour, plant, equipment, trucks and subcontractors Coordinate deliveries, waste removal and site requirements Assist with permits, inspections and project administration Maintain job and operational information within company systems Review job sheets and ensure required information is complete Track project progress and support work-in-progress reporting Help ensure upcoming projects are properly documented and prepared These operational duties are a material part of the position, including scheduling resources, coordinating site requirements and tracking work in progress. Compliance & Documentation Prepare and maintain project-specific WHS documentation Assist with SWMS, inductions and compliance records Maintain registers for licences, insurances, permits, registrations and certifications Monitor expiry dates and coordinate renewals before deadlines Maintain employee licences, competencies, inductions and training records Maintain subcontractor compliance documentation Ensure company documentation remains organised, current and accessible A key expectation is proactive monitoring so licences, permits, registrations and insurance requirements do not lapse because they were overlooked. Tools & Systems Xero – essential Microsoft Excel Microsoft Office / Microsoft 365 Emvisage – operational/job information Pay.com.au Email, calendar and cloud-based document management systems QUALIFICATIONS: Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similar Strong practical Xero experience – essential Experience with accounts payable and accounts receivable Experience completing bank/payment reconciliations Previous payroll administration experience Strong Microsoft Excel skills Excellent written and verbal English Exceptional organisation and attention to detail Ability to manage recurring daily and weekly deadlines Comfortable following up customers, suppliers and employees for outstanding information Ability to identify discrepancies rather than making assumptions Proactive working style with the ability to operate independently Highly Desirable Previous experience supporting an Australian construction, demolition, excavation, waste management or trades business Australian Xero and payroll experience Familiarity with WHS and construction compliance documentation Experience coordinating field staff, vehicles, equipment or project schedules Experience supporting a business owner or Director directly