PERMANENT AU DAYSHIFT, REMOTE - Administration & Accounts Support

Scale-X Solutions; United States; Remote; USD 15,000 - 17,000; Full time

Job summary

Scale-X Solutions is seeking a versatile professional to manage Finance & Accounts, Childcare administration, and Compliance across two centres in a remote AU role. The candidate will handle payroll, invoicing, budgeting, and reporting while ensuring regulatory alignment and staff coordination.

Ideal candidates bring CPA qualification, strong Excel capability, and hands-on experience with childcare systems such as OWNA/PRODA, plus executive support experience to assist leadership with diary

Qualifications

• CPA qualified with strong accounting/finance background.
• Experience with ISO standards and compliance.
• Proficient with Xero and BAS/GST reporting.
• Childcare administration experience across multiple sites.

Responsibilities

• Handle Finance & Accounts: bookkeeping, payroll (STP), invoicing, reporting.
• Oversee Childcare Administration including enrolments, waitlists, CCS, PRODA, occupancy reporting.
• Ensure Policy, Compliance & Regulatory alignment with NQF/NQS and education laws.
• Maintain clear, professional communication with parents and staff.
• Provide EA-level support, HR assistance, and develop cross-site systems.

Skills

Finance & Accounting

Payroll & BAS

Executive Support

HR coordination

Systems thinking

Communication

English proficiency

Education

CPA qualification

Tools

Xero

OWNA

PRODA

Excel

Job description

Category: Other Location: PERMANENT AU DAYSHIFT, REMOTE Administration & Accounts Support Role: Full-Time Role (40 hours VA Rate: $10-$12 AUD per hour START ASAP

Start ASAP Role Purpose

• Additional full-time staff member to support the client directly in her business
• Role combines Finance & Accounts, Childcare Administration, Compliance, Executive Support, HR, and Systems .

Key Candidate Qualifications

• CPA qualified
• Strong accounting and finance background
• ISO experience

1. Finance & Accounts

• Bookkeeping
• Payroll, including Single Touch Payroll (STP) and superannuation
• Weekly and monthly invoice batching
• Experience with Xero
• BAS and GST preparation
• Budgeting and cash flow management
• Separate financial reporting for each centre
• Fee collection, debt follow-up, and payment plans

2. Childcare Administration

• Childcare administration experience across multiple sites
• Child enrolments
• Waitlist management
• New family orientation
• Child Care Subsidy (CCS) administration
• PRODA
• Enrolment notices
• Occupancy tracking and reporting
• Strong software skills, particularly OWNA

3. Policy, Compliance & Regulatory

• Policy and compliance administration
• Strong knowledge of:
  • National Quality Framework (NQF)
  • National Quality Standard (NQS)
  • Education and Care Services National Law & Regulations
• Support with Assessment & Rating preparation
• Quality Improvement Plans ( QIPs )
• Notifications and correspondence with the NSW Department of Education via NQA IT System
• Maintain:
  • Staff qualifications
  • Certificates
  • WWCC registers
• Monitor staff-to-child ratios and rostering compliance
• Understanding of the Children's Services Award and relevant employment obligations
• Privacy and record-keeping compliance

4. Communication

• Excellent written and spoken English
• Comfortable writing and sending emails to parents and staff
• Calling parents and staff when required
• Professional and warm communication with families
• Diligent and reliable follow-up

5. Executive Support, HR & Systems

• Act as Executive Assistant to Christine
• Diary management
• Meeting management
• Staff recruitment support
• Staff onboarding
• Record-keeping
• Develop systems, processes, and procedures that work consistently across both centres
• Create flowcharts
• Advanced Microsoft Office , particularly Excel
• Highly organised and able to manage competing priorities across two sites

Ideal Candidate Profile CPA/Accounting + Childcare Administration + Australian childcare compliance experience + strong systems/Excel capability + executive support skills. Major advantage: Someone who can function as a finance/accounting lead + childcare administrator + compliance coordinator + EA , rather than being purely an accountant.