Accounts Administrator

Plus Forty; Philippines; Remote; PHP 573,000 - 816,000; Part time

Job summary

Plus Forty is seeking an Accounts Administrator to support our finance team across NZ and US operations. This permanent, part-time role (25 hours per week) reports to the Financial Controller and focuses on day-to-day accounts, AP/AR, and reconciliations.

The role requires Xero experience and meticulous attention to detail, with flexibility to grow as the business scales. You will work in a small, high-trust team, handling duties across inquiries, invoicing, and monthly reconciliations while

Qualifications

• Xero: Minimum 2 years of hands-on experience in a Xero-based environment.
• Attention to Detail: High accuracy across reconciliations, data entry, and financial records.
• Adaptability: Willing to step in for ad hoc tasks and learn new systems as needed.

Responsibilities

• Own the accounts inbox in Gmail and action incoming emails.
• Record Amazon deductions into monthly invoices and send customer statements monthly.
• Enter supplier invoices into Approvalmax and route for approval daily.
• Reconcile monthly supplier statements and resolve variances in Xero AP by the 15th.
• Maintain bank reconciliations in Xero for both entities weekly.
• Provide ad hoc reconciliations and reports as requested by the wider team.

Skills

Attention to detail

Adaptability

Xero knowledge

Tools

Xero

Job description

We are a fast-growing, sustainability-focused consumer goods company operating across New Zealand and the United States. We’re looking for a detail-oriented Accounts Administrator to join our finance team and keep our day-to-day accounts running accurately and on time across both entities.

This is a permanent part-time role reporting to our Financial Controller, with the flexibility to grow as the business scales. You’ll be a key part of a small, high-trust team — handling accounts payable and receivable, bank reconciliations, supplier statements, and sales deductions across NZ and US operations.

Work Structure & Requirements

• Schedule: 25 hours per week to start; potential to increase over time. Note: Week 1 and Week 4 of each month are busier than Weeks 2–3
• Compensation: 8 USD per hour
• Timezone: New Zealand Time Zone

Note: Role is only for candidates based in the Philippines

Key Responsibilities

1. Accounts Inbox

• Own the generic accounts inbox in Gmail and action all incoming emails appropriately

2. Accounts Receivable

• Enter Amazon deductions into monthly invoices prepared by the Ops team — monthly
• Send customer statements to all customers across both entities — monthly
• Check that AR ledgers in Xero match amounts in customer portals — fortnightly
• Follow up and recover outstanding amounts for both entities — weekly

3. Accounts Payable

• Enter all supplier invoices into Approvalmax and send to nominated approvers for both entities — daily
• Monitor Approvalmax to ensure all invoices are approved and cleared each Thursday
• Verify Approvalmax has successfully synced to Xero — weekly (Friday)
• Prepare weekly Accounts to Pay schedule for both entities — Friday
• Set up payment runs in NZ and USA banks and notify the CFO when ready — Friday
• Reconcile all monthly supplier statements and resolve variances in Xero AP — by the 15th of each month

4. Bank Reconciliations

• Keep all bank reconciliations accurate and up to date in Xero for both entities — at least weekly by Friday morning
• Check and send deductions reports to NZ and USA Sales Managers (NZ monthly; US twice monthly)
• Code all remittances received from US customers in MarginWiz per USA Sales Manager allocations — weekly by Thursday
• Assist USA Sales Manager with recording sales deduction realisations to maintain accuracy of US accruals

6. Other & Ad Hoc

• Prepare and send commission calculation workbook — monthly
• Prepare end-of-month stock reconciliations (Unleashed to Xero) for both entities — monthly
• Send Australian GST information to the Australian accountant — monthly finishing soon
• Any ad hoc reconciliations, reports, or assistance required by the wider team

7. Future Scope

• Maintain the intercompany account between both entities and enter monthly journals
• Prepare and post standing monthly journals for both entities

Required Skills & Experience

• Xero: Minimum 2 years of recent, hands-on experience in a Xero-based environment — non-negotiable
• Attention to Detail: High accuracy across reconciliations, data entry, and financial records
• Adaptability: Willing to step in for ad hoc tasks and learn new systems as needed

Nice to Have

• Familiarity with Google Workspace (Gmail, Calendar, Drive, Docs)
• Previous experience in a CPG / FMCG environment, particularly in the US market
• Experience with Unleashed inventory management (or similar)
• Familiarity with MarginWiz or other deductions software
• Experience with Approvalmax or similar expense management tools
• Exposure to AI tools and capabilities