Executive Assistant and Bookkeeper

BROOK Recruitment; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible hours

Small team environment

On-site in Prahran

Job summary

Based in Prahran, you will keep the books clean in Xero, manage cash flow, and contribute to budgeting for multiple projects. A small, collaborative team offers flexible hours and room to shape the finance function.

Qualifications

• Genuine bookkeeping/finance background with confidence owning the function solo.
• Solid grip on Australian compliance basics (BAS, super, payroll).
• Comfortable in Xero and Microsoft Office with bonus points for Synergy or similar.
• The kind of person who's naturally on top of things and likes being relied on.
• Works well independently and doesn't need much hand-holding.
• Bonus if you've supported a Director or senior exec before.
• Easy to talk to, positive, gets things done.

Responsibilities

• Own accounts payable and receivable, including credit card reconciliations and monthly client invoicing.
• Track WIP and prepare project-level financial reporting.
• Run payroll end-to-end, along with super and statutory lodgements (payroll tax, WorkCover, GST/PAYG).
• Prepare and lodge BAS/IAS, working directly with the external accountant.
• Keep the books clean and reconciled in Xero.
• Pull together monthly cash flow and financial reports.
• Contribute to budgeting and profitability tracking across projects.
• Be the Director's go-to for day-to-day admin and executive support.
• Juggle shifting priorities and deadlines without needing to be chased.
• Sit as the first point of contact for the team, clients, consultants and suppliers.
• Keep the studio running efficiently behind the scenes.
• Pitch in on admin for senior staff when needed.
• Handle HR essentials including onboarding, leave tracking, policy admin, alongside an outsourced HR partner
• Liaise with external vendors (IT, insurance, telecoms)
• Help keep the studio a genuinely nice place to work for a small team
• A modest side component (around 2.5 hrs/week) supporting an external medical practice with basic bookkeeping including reconciliations, data entry, BAS, and liaising directly with that practice

Skills

Bookkeeping

Payroll

Australian compliance

Xero

Microsoft Office

Tools

Xero

Synergy

Microsoft Office

Job description

For over 25 years, our client has built a reputation as one of Melbourne's most considered boutique architecture and interior design studios, specialising in bespoke residential work. The team is deliberately small with just five people and currently juggling two private residential builds alongside a development project of their own. Growth has never been the goal here; getting the work right has.

About The Role

This is a hands-on, in-studio position based in Prahran, sitting right at the centre of how the business functions day to day.

The right person will be just as at home reconciling accounts as they are keeping a Director organised and on track. Think of it as two roles rolled into one: a sharp, dependable finance operator who can run the numbers unsupervised, and a proactive right-hand who reads the room, gets ahead of problems, and just makes things happen.

Key Responsibilities

• Own accounts payable and receivable, including credit card reconciliations and monthly client invoicing


• Track WIP and prepare project-level financial reporting


• Run payroll end-to-end, along with super and statutory lodgements (payroll tax, WorkCover, GST/PAYG)


• Prepare and lodge BAS/IAS, working directly with the external accountant


• Keep the books clean and reconciled in Xero


• Pull together monthly cash flow and financial reports


• Contribute to budgeting and profitability tracking across projects

Supporting the Director

• Be the Director's go-to for day-to-day admin and executive support


• Juggle shifting priorities and deadlines without needing to be chased


• Sit as the first point of contact for the team, clients, consultants and suppliers

Office & People

• Keep the studio running efficiently behind the scenes


• Pitch in on admin for senior staff when needed


• Handle HR essentials including onboarding, leave tracking, policy admin, alongside an outsourced HR partner


• Liaise with external vendors (IT, insurance, telecoms)


• Help keep the studio a genuinely nice place to work for a small team

A Bit More

• A modest side component (around 2.5 hrs/week) supporting an external medical practice with basic bookkeeping includingg reconciliations, data entry, BAS, and liaising directly with that practice

About You

• Genuine bookkeeping/finance background with confidence owning the function solo


• Solid grip on Australian compliance basics (BAS, super, payroll)


• Comfortable in Xero and Microsoft Office with bonus points for Synergy or similar


• The kind of person who's naturally on top of things and likes being relied on


• Works well independently and doesn't need much hand-holding


• Bonus if you've supported a Director or senior exec before


• Easy to talk to, positive, gets things done

What’s on Offer?

• See firsthand how a boutique studio operates from the inside


• Genuine flexibility around both days and hours


• Small enough that your work actually gets noticed


• A business that values doing things well over doing things fast


• Freedom to build and own the finance function your way


• A team that backs people who take initiative