Finance & Administration Assistant

Employment Type: Full-time

Work Arrangement: Permanent Work-from-Home (WFH)

About the Business

You will support two Australian businesses operating in the construction and property development sectors . One specialises in project management, advisory, and project delivery for industrial and logistics developments, while the other focuses on construction and minor works.

Role Brief

The Administration Assistant will provide administrative, finance tracking, and project support across both businesses, initially splitting time approximately 50/50. The role will focus on invoice tracking, timesheets, project costs, Xero-related administration, document preparation, and general business support. Construction or project administration experience is advantageous, but candidates with strong administrative and finance support skills may also be considered.

Key Role Deliverables

• Provide day-to-day administrative support across both businesses.
• Maintain financial trackers, spreadsheets, invoices, receipts, and payment records.
• Assist with Xero administration and organise financial documents for the external accountant.
• Track employee timesheets against projects and support payroll-related reconciliation.
• Monitor project costs, supplier and subcontractor invoices, and outstanding payments.
• Prepare quotations, project documents, templates, and compliance records.
• Maintain project registers, job trackers, and document control systems.
• Assist with progress claim documentation and general business tasks.
• Support basic website updates and marketing administration as needed.

Education Requirement

A qualification in Business Administration, Accounting, Finance, or a related field is preferred but not mandatory.

Experience

Experience in administration, accounts support, finance administration, or project coordination is preferred. Construction or project-based industry experience is an advantage.

Technical System Experience

• Xero: Basic finance administration and invoice entry preferred.
• Microsoft Office: Strong Excel and Word skills.
• Financial Tracking: Experience maintaining spreadsheets, tracking invoices, and reconciling records.
• Document Management: Preparing and organising business and project documents.
• Payroll Support: Timesheet collection and payroll-related administration.
• Construction Documentation: Familiarity with SWMS (Safe Work Method Statements) and subcontractor documentation is advantageous.

Behavioural Competencies

• Organised and detail-oriented.
• Proactive, resourceful, and reliable.
• Numerically confident with strong recordkeeping skills.
• Able to manage competing priorities and follow up independently.
• Comfortable working directly with a business owner in a small, growing business.
• Adaptable and willing to learn new systems and processes.

Must-Have Skills / Experience

• Experience in administration, accounts support, or a related role.
• Strong Excel and general office administration skills.
• Accurate recordkeeping and financial tracking.
• Good written and verbal English communication.
• Ability to manage multiple tasks and work independently.

Xero experience and construction or project administration exposure are preferred.

Additional Notes

The role is primarily focused on administration and finance tracking, with project documentation forming an important part of the responsibilities. Marketing and website-related tasks are secondary. The candidate is not expected to be a qualified accountant.