Administrative & Accounting Assistant (Xero)

Administrative & Accounting Assistant (Xero)

Administrative & Accounting Assistant (Xero)

Job Overview: Our client is seeking a highly organised, detail-oriented, and proactive Administrative & Accounting Assistant to provide reliable day-to-day support across administration, bookkeeping, invoicing, task management, and general business operations.

In this role, you will work closely with the business to ensure administrative and financial processes are handled accurately, tasks are properly tracked, and daily operations run smoothly. Your responsibilities will include managing email correspondence and calendars, preparing invoices and following up on outstanding payments through Xero, maintaining bookkeeping records, and coordinating tasks and deadlines using Asana.

You will also be expected to use modern technology and AI-powered tools to improve productivity, streamline workflows, and support everyday problem-solving.

The ideal candidate has previous experience in administration and accounting support, practical knowledge of Xero, and the ability to take ownership of assigned responsibilities with minimal supervision. This is an excellent opportunity for someone who is organised, resourceful, and eager to contribute to the efficiency of a growing business.

Schedule: Monday - Friday, 9:30 AM - 6:00 PM AEST, with 1 hour unpaid break (37.5 work hours per week)

Responsibilities

• Administrative & Executive Support

• Manage daily email correspondence and shared inboxes using Microsoft Outlook.

• Organise, prioritise, and respond to administrative requests in a timely and professional manner.

• Coordinate meetings, appointments, calendars, and schedules.

• Prepare meeting invitations, manage scheduling requirements, and follow up on action items arising from meetings.

• Maintain organised digital files, business records, and important documentation.

• Monitor pending administrative tasks and ensure requests are followed through to completion.

• Provide general administrative and operational support to ensure smooth daily business activities.

• Finance & Bookkeeping Support

• Handle day-to-day finance and accounting administration.

• Prepare, process, and issue invoices using Xero.

• Monitor outstanding invoices and proactively follow up with clients regarding overdue payments.

• Assist with payment tracking and maintain accurate records of incoming payments.

• Support bank and account reconciliations by reviewing and maintaining relevant financial records.

• Assist with expense tracking, bookkeeping entries, and general financial recordkeeping.

• Help prepare basic financial reports and summaries as required.

• Ensure financial information is accurately recorded and properly organised within Xero.

• Task & Project Management

• Create, organise, assign, and manage tasks using Asana.

• Monitor task deadlines, priorities, and outstanding actions to ensure timely completion.

• Keep task statuses, project information, and progress updates current.

• Proactively follow up on pending commitments and outstanding deliverables.

• Identify potential delays, workflow gaps, or operational issues and communicate them promptly.

• Help maintain structured workflows and ensure assigned tasks are properly tracked from start to completion.

• Technology, AI & Process Improvement

• Use business systems and digital tools effectively to support daily administrative and accounting activities.

• Utilise AI-powered platforms such as ChatGPT, Claude, or similar tools for research, drafting, information organisation, and problem-solving.

• Explore practical ways to use technology and automation to improve productivity and streamline repetitive tasks.

• Adapt quickly to new software, platforms, and business processes.

• Maintain accuracy and exercise sound judgement when using AI-generated information, particularly when handling financial or confidential business data.

• Communication & Operational Coordination

• Maintain clear, timely, and professional communication with relevant team members and stakeholders.

• Provide updates on task progress, outstanding invoices, payment follow-ups, and administrative requirements.

• Clarify priorities and follow up on information required to complete assigned tasks.

• Manage competing responsibilities while maintaining accuracy and attention to detail.

• Work proactively to identify what needs to be done rather than waiting for constant direction.

Requirements

• Previous experience in administration, bookkeeping, accounting support, or a similar role.
• Practical, hands-on experience using Xero, particularly for invoicing and payment follow-ups.
• Basic knowledge of bookkeeping and accounting processes.
• Experience managing email correspondence, calendars, and appointments, preferably using Microsoft Outlook.
• Familiarity with Asana or similar task and project management platforms.
• Strong organisational and time-management skills.
• Excellent numerical, analytical, and problem-solving abilities.
• Exceptional attention to detail and accuracy when handling financial information and administrative records.
• Excellent written and spoken English communication skills.
• Comfortable working across multiple software platforms and learning new technologies.
• Ability to work independently, manage priorities, and consistently follow through on assigned tasks.
• Reliable internet connection and a suitable remote-work setup.

Qualifications

• Previous experience providing administrative and accounting support to an Australian business.
• Familiarity with accounts receivable, payment tracking, bank reconciliations, and expense monitoring.
• Experience using Microsoft Office applications, particularly Excel, Word, and Outlook.
• Previous experience using AI tools such as ChatGPT, Claude, or similar platforms in a professional setting.
• Understanding of workflow management, process improvement, and basic business automation.
• Experience supporting senior management or business owners with day-to-day operational requirements.

Software & Tools:

• Xero: Invoicing, payment tracking, bookkeeping, and financial recordkeeping.
• Microsoft Outlook: Email correspondence, calendar management, and meeting coordination.
• Asana: Task management, workflow coordination, and deadline tracking.
• ChatGPT / Claude: Research, drafting, information organisation, and productivity support.
• Microsoft Office Suite: Excel, Word, and other relevant business applications.

Ideal Candidate Profile:

• The ideal candidate is dependable, resourceful, and highly organised, with a strong sense of accountability and ownership. They are comfortable balancing administrative and accounting responsibilities, maintaining accurate financial records, and ensuring tasks are completed within agreed timelines.
• They should be proactive in identifying pending requirements, confident in communicating updates, and capable of working independently without requiring constant supervision. They are also adaptable and open to using technology and AI tools to improve the way everyday work is completed.

Success in This Role:

• Success will be measured by the ability to maintain accurate financial and administrative records, process invoices efficiently, follow up on outstanding payments, and ensure tasks and deadlines are consistently monitored.
• The successful candidate will demonstrate initiative, reliability, and strong attention to detail while helping the business maintain organised financial processes, efficient workflows, and smooth day-to-day operations.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring

Note:

• Job Category: Accounting and Finance
• Job Type: Full Time (35 hours or more per week)
• Work Schedule and Timezone: Monday - Friday 9:30 AM - 6:00 PM 7.5 hours a day 37.5 paid hours per week - Sydney/AEST
• Published on: Nov 02 2026