Finance Administrative Assistant

Virtual Staff 365; United States; Remote; USD 37,000 - 54,000; Full time

Benefits offered by this job

Permanent work-from-home set-up

Dayshift (AEST) hours

Full-time job

HMO (STAFF only)

Annual leave

Christmas Bonus pro-rate

Job summary

Virtual Staff 365 is seeking a Finance Administrative Assistant to provide comprehensive financial and administrative support for day-to-day processes. The role covers invoicing, payments, AR/AP tracking, data entry, and bank reconciliations, with high emphasis on accuracy and timely responses.

The successful candidate will manage supplier and customer accounts, answer finance inquiries via email and phone, and support management projects.

Qualifications

• Completion of VCE/HSC or equivalent secondary education.
• Experience in a demanding collection service environment is desirable.
• High level of proficiency in written and verbal English.
• Strong organizational and efficiency skills with prioritization under pressure.
• Excellent relationship-building with internal teams, suppliers and clients.
• Strong problem-solving, high attention to detail, and process improvement attitude.
• Self-motivated and able to work independently with limited supervision.
• Full-time schedule of 40 hours per week during Australian working hours.
• Adherence to company quality, safety and food safety protocols.

Responsibilities

• Process supplier invoices, address vendor inquiries and ensure timely payments.
• Follow up on overdue payments and resolve billing discrepancies.
• Provide invoices and statements to customers and support AR/AP tracking.
• Process financial transactions and maintain records in physical and digital files.
• Perform data entry and assist with bank reconciliations.
• Maintain organized filing systems in line with policies.
• Handle finance dept email inbox and respond to inquiries promptly.
• Assist with inbound customer calls and transfer to appropriate teams, monitor KPIs.

Skills

English communication

Organization

Attention to detail

Problem solving

Independent work

Data entry

Customer/vendor communication

Education

VCE/HSC or equivalent

Finance/administration qualification

Tools

Google Workspace

Compliance systems

Job description

Our client is a leading commercial kitchen exhaust cleaning company with over 30 years of experience servicing the hospitality industry and corporate businesses across Australia.

They are now seeking to hire a Finance Administrative Assistant to provide comprehensive financial and administrative support to ensure the smooth operation of day-to-day financial processes. The successful candidate will play a critical role in managing supplier and customer accounts, handling transaction processing, and maintaining accurate financial records.

Accounts Receivable and Payable Management

• Process supplier invoices, address vendor inquiries, resolve payment issues, and ensure timely payments aligned with cash flow availability

• Manage the timely collection of outstanding amounts, assist with following up on overdue payments, and resolve billing discrepancies

• Provide invoices and statements to customers while supporting the wider finance team in tracking accounts receivable and payable

Financial Record Keeping and Administration

• Process financial transactions and maintain accurate, up-to-date records across both physical files and digital systems

• Perform data entry tasks and assist with bank reconciliations to ensure operational accuracy

• Maintain organized filing systems for financial documents in strict compliance with company policies

• Provide ad hoc information, financial reports, and administrative support for projects as requested by the management team

Communication and Phone Support

• Manage the finance department email inbox by providing timely and professional responses to internal and external inquiries

• Handle inbound and outbound calls related to accounts payable, supplier inquiries, and outstanding invoices

• Assist with inbound customer calls and efficiently transfer inquiries to the appropriate internal operations teams

• Maintain established key performance indicators including response times and call-handling standards

Qualifications & Responsibilities

• Completion of VCE/HSC or an equivalent level of secondary education

• Previous work experience in a demanding collection service environment

• High level of proficiency in both written and verbal English communication

• Strong organization and efficiency skills with the ability to prioritize multiple demands under pressure

• Excellent relationship-building capabilities to build rapport easily with internal teams, suppliers, and clients

• Strong problem-solving skills, high attention to detail, and a proactive attitude toward business process improvement

• Resilient, self-motivated mindset with the ability to work independently with limited guidance

• Full commitment to a full-time schedule of 40 hours per week during Australian working hours

• Strict adherence to company quality, safety, and food safety awareness protocols

Nice-to-Have Skills

• Appropriate relevant educational or technical qualifications in finance or administration

• Previous experience utilizing Google Workspace tools for financial administration

• Prior exposure to compliance systems or accredited operational environments

• Permanent work-from-home set-up

• Dayshift (Australian Eastern Standard Time business hours)

• Full-time job

• HMO (STAFF only)

• Annual leave

• Christmas Bonus equivalent to 1 month’s wage (pro-rate)