Senior Xero & Office Administrator - Finance & Projects

D2B; Philippines; On-site; PHP 686,000 - 931,000; Full time

Job summary

D2b in Australia seeks an experienced Senior Office Administrator with strong Xero capability to own day-to-day administration and support accounts, payroll, invoicing, compliance, scheduling and project operations. The role requires independence, deadline discipline and proactive work style.

Key duties include Xero records, supplier invoicing, reconciliations, payroll processing, and comprehensive admin support to the Director and wider business, across office, project and compliance tasks.

Qualifications

• Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similar.
• Strong practical Xero experience – essential
• Experience with accounts payable and accounts receivable
• Experience completing bank/payment reconciliations
• Previous payroll administration experience
• Strong Microsoft Excel skills
• Excellent written and verbal English
• Exceptional organisation and attention to detail
• Ability to manage recurring daily and weekly deadlines
• Comfortable following up customers, suppliers and employees for outstanding information
• Ability to identify discrepancies rather than making assumptions
• Proactive working style with the ability to operate independently

Responsibilities

• Maintain accurate and up-to-date records within Xero
• Process and correctly code supplier invoices
• Daily reconciliation of incoming customer payments
• Monitor accounts payable and supplier due dates
• Prepare supplier payment schedules for management approval
• Reconcile supplier statements and investigate discrepancies
• Monitor accounts receivable and outstanding customer invoices
• Send customer statements and payment reminders
• Follow up overdue accounts and escalate where required
• Prepare weekly customer invoices and maintain invoicing records
• Assist with BAS and bookkeeping information for external bookkeeper
• Support management with cashflow monitoring and reporting
• Review employee timesheets and follow up missing information
• Check hours, job allocations, overtime and allowances
• Prepare weekly payroll within Xero
• Prepare payroll and payment files for final management approval
• Finalise payroll records and issue employee payslips
• Assist with superannuation processing
• Maintain accurate employee and payroll records
• Manage incoming calls, emails and general correspondence
• Assist with management of the Director’s inbox and prioritise important communications
• Manage calendars, appointments, site inspections and reminders
• Prepare information and documentation ahead of quote meetings
• Assist with new client onboarding and documentation
• Maintain accurate company records, registers and filing systems
• Track outstanding tasks and proactively follow up required actions
• Provide general administrative support to the Director and wider business
• Create and maintain job files from quote acceptance through to completion
• Assist with scheduling labour, plant, equipment, trucks and subcontractors
• Coordinate deliveries, waste removal and site requirements
• Assist with permits, inspections and project administration
• Maintain job and operational information within company systems
• Review job sheets and ensure required information is complete
• Track project progress and support work-in-progress reporting
• Help ensure upcoming projects are properly documented and prepared
• Prepare and maintain project-specific WHS documentation
• Assist with SWMS, inductions and compliance records
• Maintain registers for licences, insurances, permits, registrations and certifications
• Monitor expiry dates and coordinate renewals before deadlines
• Maintain employee licences, competencies, inductions and training records
• Maintain subcontractor compliance documentation
• Ensure company documentation remains organised, current and accessible

Skills

English communication

Organised & detail-oriented

Independent working

Payroll knowledge

Tools

Xero

Microsoft Excel

Microsoft 365

Emvisage

Pay.com.au

Job description

D2b in Australia seeks an experienced Senior Office Administrator with strong Xero capability to own day-to-day administration and support accounts, payroll, invoicing, compliance, scheduling and project operations. The role requires independence, deadline discipline and proactive work style.

Key duties include Xero records, supplier invoicing, reconciliations, payroll processing, and comprehensive admin support to the Director and wider business, across office, project and compliance tasks.