Service Admin/Bookkeeper (Xero/AroFlo) (AO-14269)

This is a remote position.

Our client is an established Australian electrical contracting business operating across service and project divisions. The company provides electrical services to a range of clients and is committed to maintaining efficient operations, accurate job management and reliable financial processes.

The successful candidate will be responsible for maintaining accurate job records in AroFlo, coordinating work order information, preparing service reports and managing day-to-day bookkeeping activities using Xero.

This role requires someone with a strong background in administration and bookkeeping, preferably within an Australian trade, construction or field service business. The ideal candidate will be highly organised, detail-oriented and confident working independently while coordinating with technicians, service managers and clients.

Key Responsibilities

1. Service Administration & Job Management

• Maintain accurate and up-to-date job records, technician notes, work orders and job statuses in AroFlo.
  

• Follow up with technicians to obtain missing job information, service notes and supporting documentation.
  

• Monitor job progress and ensure records are complete and ready for invoicing.
  

• Ensure service reports can be accurately generated from job records.
  

• Identify and resolve discrepancies in job information and escalate outstanding issues when necessary.
  

2. Bookkeeping & Accounts Administration

• Perform day-to-day bookkeeping activities using Xero.
  

• Manage accounts payable and accounts receivable, including invoice processing and payment tracking.
  

• Perform bank reconciliations and maintain accurate financial records.
  

• Prepare and issue customer invoices, ensuring alignment with completed jobs and supporting documentation.
  

• Monitor outstanding invoices and follow up on overdue payments when required.
  

• Record and reconcile supplier invoices, expenses and other financial transactions.
  

• Assist with month-end reporting and other bookkeeping requirements.
  

• Coordinate with the Australian team to resolve financial discrepancies and maintain accurate accounting records.
  

3. Client Portals & Work Order Coordination

• Update client portals, including Facilio and MyBuildings, with job progress and work order information.
  

• Follow up with clients regarding outstanding work orders and required documentation.
  

• Ensure client records and work order details remain accurate and up to date.
  

• Coordinate with service managers and technicians to resolve missing or incomplete information.
  

4. Reporting & Data Management

• Prepare daily, weekly and monthly service reports using AroFlo.
  

• Generate and review job management reports to ensure data accuracy and completeness.
  

• Assist with financial and bookkeeping reports using Xero.
  

• Identify reporting discrepancies and communicate issues to the relevant stakeholders.
  

• Maintain organised records and documentation to support operational and financial reporting.
  

5. General Administration & Process Compliance

• Follow established company procedures for service administration and bookkeeping.
  

• Maintain accurate electronic records and supporting documentation.
  

• Assist with improving administrative workflows and reporting processes.
  

• Support the service team with additional administrative tasks as required.
  

• Use available digital and AI tools to improve reporting efficiency and accuracy.
  
  

Requirements

Required

• Proven experience in service administration, accounts administration and bookkeeping.
  

• Previous experience supporting an Australian business, preferably within the electrical, construction, trades or field service industry.
  

• Hands-on experience using Xero for bookkeeping, invoicing, accounts payable, accounts receivable and bank reconciliations.
  

• Experience using AroFlo, Simpro or similar job management software.
  

• Experience managing work orders, job records and service documentation.
  

• Ability to generate reports from job management and accounting systems and verify data accuracy.
  

• Strong Microsoft Excel skills and proficiency with general office applications.
  

• Excellent attention to detail, organisational skills and ability to manage competing priorities.
  

• Strong written and verbal English communication skills.
  

• Confidence following up with technicians, clients and internal stakeholders.
  

Preferred

• Experience with job costing, cost tracking or financial administration within a trade or construction business.
  

• Familiarity with client portals such as Facilio and MyBuildings.
  

• Understanding of Australian bookkeeping practices and GST.
  

• Experience supporting month-end bookkeeping and financial reporting.
  

• Familiarity with AI tools for reporting, data management and administrative efficiency.
  

Ideal Candidate

The ideal candidate is a proactive and detail-oriented administrator with solid bookkeeping experience and a strong understanding of how Australian trade or service businesses operate.

They should be comfortable managing both operational and financial information, ensuring that jobs are accurately documented, invoices are processed promptly and financial records are maintained correctly.

The successful candidate must be able to work independently, follow up outstanding information confidently and maintain a high standard of accuracy across both AroFlo and Xero.

Benefits

• Australian clients and Australian hours (giving you great experience and an early finish!)
  
• Work from Home Allowance
  
• HMO for you AND a dependent
  
• 20 Days Annual Leave and 5 Days Sick L​eave
  
• Government Statutory Benefits
  
• 13th Month Pay
  
• Computer Equipment
  
• Opportunities for growth
  
• And of course, a competitive salary