Administration & Accounts Assistant

Deep Blue Hotel & Hot Springs; Warrnambool; On-site; AUD 39,000 - 52,000; Full time

Job summary

Deep Blue Hotel & Hot Springs in Warrnambool is seeking an organised Administration & Accounts Assistant for a casual position. You will support day-to-day invoicing, accounts receivable, data entry, banking administration, and reporting within a small team, gaining exposure to hospitality systems and processes.

You’ll be the reliable go-to for accurate, detail-oriented tasks, with comfort switching between systems and solving problems as they arise.

Qualifications

• Previous administration, accounts or office experience.
• Strong computer skills and confidence learning new systems.
• Good Microsoft Excel and Outlook skills.
• Excellent attention to detail with financial info.
• Strong organisational and time-management skills.
• Ability to manage routine tasks while adapting to change.
• Professional communication with suppliers, customers and staff.
• Independent work after training with a proactive approach.
• Discretion and confidentiality in handling information.

Responsibilities

• Process supplier invoices and maintain accounts payable records.
• Check invoices, follow up missing paperwork and credits.
• Create and issue customer and company invoices.
• Assist with accounts receivable, statements and payments.
• Assist with banking administration and supporting records.
• Maintain organised filing systems (electronic and paper).
• Data entry across spreadsheets, accounting software and hospitality systems.
• Run and download standard operational and financial reports.
• Update regular administrative and reporting spreadsheets.
• Assist with monthly commission reporting and reconciliations.
• Monitor shared inboxes and respond to routine enquiries.
• Provide general administration support and coverage as needed.

Skills

Admin & accounts

Data entry

Excel

Outlook

Attention to detail

Time management

Communication

Confidentiality

Independence

Tools

Excel

Outlook

Accounting software

POS systems

Hospitality systems

Job description

Administration & Accounts Assistant – Casual

Deep Blue Hotel & Hot Springs | Warrnambool

Deep Blue Hotel & Hot Springs is seeking an organised, reliable and capable Administration & Accounts Assistant to join our administration team on a casual basis.

This is a varied, hands-on role supporting the day-to-day administration and accounts functions of a busy hospitality business. You’ll work across invoicing, accounts receivable, data entry, banking administration, reporting support and general office administration, while gaining exposure to a range of hospitality and business systems.

You’ll work as part of a small administration team, alongside an existing Administration Assistant who works two days per week, with complementary days providing continuity across the administration function.

We are looking for someone who enjoys working with numbers and systems, has excellent attention to detail and takes pride in keeping things accurate and organised.

You don’t need to know all of our systems when you start. What is important is that you are computer savvy, comfortable learning new software and confident moving between different systems and tasks.

Experience in hospitality would be an advantage, but applicants with strong administration or accounts experience from other industries are equally encouraged to apply.

What you’ll be doing

Your responsibilities will include:

• Processing supplier invoices and maintaining accurate accounts payable records and supporting documentation
• Checking invoices, following up missing paperwork and credits, and maintaining supplier account information
• Creating and issuing customer and company invoices
• Assisting with accounts receivable, including statements, payment allocation and follow-up of outstanding accounts
• Assisting with banking administration and maintaining accurate supporting records
• Maintaining organised electronic and paper filing systems
• Completing accurate data entry across spreadsheets, accounting software and hospitality systems
• Running and downloading standard operational and financial reports
• Updating regular administrative and reporting spreadsheets
• Assisting with monthly commission reporting and account reconciliations
• Monitoring shared inboxes and responding to or directing routine enquiries
• Following up information and paperwork from suppliers, customers and other departments
• Providing general administration support across the business
• Providing additional administration coverage during annual leave, Victorian school holiday periods and other staff absences

About you

You will ideally have:

• Previous administration, accounts or office experience
• Strong computer skills and confidence learning new systems
• Good Microsoft Excel and Outlook skills
• Excellent attention to detail, particularly when working with financial information
• Strong organisational and time-management skills
• The ability to manage routine tasks accurately while also responding to changing priorities
• Confidence communicating professionally with suppliers, customers and staff
• The ability to work independently once trained
• A willingness to ask questions and investigate when something doesn’t look right
• A high level of discretion and understanding of confidentiality
• A dependable, flexible and proactive approach to work
• Experience with accounting, POS, property management or hospitality systems would be an advantage, but is not essential

Hours and availability

This is a casual position working as part of a small administration team.

Regular days and hours can be discussed with the successful applicant.

As the position forms part of a shared role, flexibility to work additional days or hours during annual leave and Victorian school holiday periods is important. Applicants should therefore have reasonable availability to assist with additional coverage at these times.

The role is based on-site at Deep Blue Hotel & Hot Springs in Warrnambool.

Why join us?

This is a great opportunity for someone who enjoys variety and would like to build their administration and accounts experience within a diverse hospitality business.

You’ll work across a broad range of administrative functions and systems, with the opportunity to develop your skills and take on greater responsibility as you become familiar with the business.

The role would particularly suit someone who is organised, dependable, comfortable with technology and enjoys being the person who keeps things running smoothly behind the scenes.