Construction Bookkeeper & Admin Pro (Xero Expert)

C9 Teams; Australia; Remote; Full time

Job description

We are seeking a versatile, highly organized, and proactive Construction Bookkeeper & Admin Assistant to support the daily operations of a busy Victorian residential building company. This hybrid role is the operational and financial backbone of our business, requiring a unique blend of sharp numbers skills and excellent administrative coordination.

The ideal candidate has hands-on mastery of Xero paired with a solid background in the Australian building and construction industry. You will comfortably split your time between maintaining clean, compliant financial accounts and providing vital administrative support to our project managers, trades, and clients.

Requirements

Key Responsibilities

Daily Accounts: Manage day-to-day data entry, transactions, and daily reconciliation of bank accounts and credit cards in Xero.

Accounts Payable: Receive, code, and process trade supplier invoices, ensuring costs are accurately assigned to the correct build site/job codes.

Accounts Receivable: Prepare client invoices based on stage-payment progress claims and monitor incoming payments.

Subcontractor & Supplier Admin: Onboard new suppliers, verify bank details, process regular trade payments, and maintain records for the Taxable Payments Annual Report (TPAR).

Compliance Prep: Calculate payroll, manage superannuation contributions, and prepare accurate figures for BAS/IAS lodgments.

2. Office & Project Administration

Inbox Triage: Manage the central company inbox, responding to general inquiries and routing supplier quotes or client emails to the right team member.

Team & Trade Liaison: Act as a key point of contact for site supervisors, subcontractors, and suppliers to follow up on missing delivery dockets or paperwork.

Documentation & Templates: Draft formal correspondence, build contracts, and client variations using company templates as directed by management.

Data Management: Keep digital client folders, building permits, and project documentation organized and up to date in the company database.

Ad-Hoc Support: Assist with general administrative tasks, minor scheduling, and overflow support to keep the building pipeline moving smoothly.

Requirements & Qualifications

Experience: Minimum 2–3 years of dual experience handling both bookkeeping and administrative support within the Australian building, construction, or trade sectors.

Tech Stack: Advanced, everyday proficiency with Xero . Highly proficient in Microsoft Office 365 (Advanced Excel for data tracking/reconciliation, Word , Outlook , OneDrive , and SharePoint ).

Industry Knowledge: Good understanding of Australian construction workflows, basic GST rules for trades, and general office administration.

Core Skills: * Exceptional written and verbal English communication skills with a professional, confident manner.

Brilliant multitasking ability—able to pause data entry to handle an urgent admin request without losing accuracy.

Meticulous attention to detail and high integrity when handling sensitive financial data.

AI & Technical Literacy: Proven capability in effectively using Generative AI and automation tools to enhance daily output, draft communications, and optimize administrative processes.

Work Setup: Reliable high-speed internet connection, power/internet backups, and a quiet, dedicated home office space matching Victorian business hours.