Shared Services Officer

virtualstaff36; United States; Remote; USD 45,000 - 63,000; Full time

Benefits offered by this job

Permanent work-from-home set-up

Dayshift (AEST)

Full-time job

HMO (STAFF only)

Annual leave

13-month pay

Government mandated benefits

Job summary

virtualstaff36 is seeking a Shared Services Officer to provide finance, payroll, and compliance administration across national Australian workflows. The role focuses on accurate records, support for operational teams, and delivering service excellence across sites.

Responsibilities include processing invoices, billing tasks, data entry in CargoWise, and maintaining registers and documentation. Strong English communication, detail orientation, and ability to meet deadlines are essential for

Qualifications

• Demonstrated experience in administration, shared services, or transactional financial support.
• Strong written and verbal communication skills.
• High attention to detail with proven accuracy in data entry and checking.
• Ability to follow work instructions, procedures, and structured workflows.

Responsibilities

• Process supplier invoices and general ledger coding per approved instructions.
• Assist accounts receivable tasks, recurring billing, and credit request preparation.
• Verify invoices against supporting documents and escalate as needed.
• Prepare monthly operational and financial reporting packages.
• Maintain accurate customer and supplier records; monitor shared finance inboxes.

Skills

Administration

Attention to detail

Communication

Time management

Tools

CargoWise

DoneSafe

Elmo

Evolve

SharePoint

Job description

Our client is a leading Australian supply chain and logistics provider offering comprehensive transport, warehousing, and third‑party logistics solutions. Operating across a national footprint, they specialise in handling a diverse range of commodities alongside dry bulk and general freight. They are dedicated to delivering innovative, safe, and highly efficient supply chain services to a broad array of markets.

They are now seeking to hire a Shared Services Officer to deliver efficient finance, operational, payroll, and compliance administration support across national workflows. This role plays a key part in maintaining accurate records, supporting operational teams, and driving service excellence across Australian sites.

Job Responsibilities

Financial Administration Support

• Process supplier invoices and complete general ledger coding following approved work instructions

• Assist with accounts receivable tasks, recurring billing, and credit request preparation

• Verify invoices against supporting documentation and escalat…

• Prepare monthly operational and financial reporting packages

• Maintain accurate customer and supplier records while monitoring shared finance inboxes

• Raise purchase orders and escalat…

Operational Administration Support

• Complete accurate operational data entry using CargoWise and related systems

• Process periodic billing tasks, transport administration requests, and operational reports

• Maintain operational registers, vehicle and plant records, and customer paperwork

• Assist with stocktake administration, pallet reconciliations, and document control

Payroll & Workforce Administration Support

• Process employee timesheets and support roster administration tasks

• Assist with payroll data preparation and maintain workforce records

• Collate workforce and labour reporting while escalating payroll discrepancies

WHS & Compliance Administration Support

• Upload workplace health and safety records, hazards, inspections, and meeting minutes into DoneSafe

• Maintain compliance registers for contractor management, training, and licensing

• Monitor compliance schedules, manage equipment registration records, and assist with audit preparation

• Provide professional administrative support and respond …

Requirements

• Demonstrated experience in administration, shared services, or transactional financial support

• Strong working knowledge of Microsoft Office programs, particularly Microsoft Excel

• High attention to detail with proven accuracy in data entry and checking

• Excellent written and verbal communication skills in Australian English

• Strong organisation and time management skills with an ability to meet strict deadlines

• Ability to follow work instructions, procedures, and structured workflows

Nice-to-Have Skills

• Background in the supply chain, transport, or logistics sector

• Experience working with industry systems such as CargoWise, DoneSafe, Elmo, Evolve, or SharePoint

• Previous experience in Accounts Payable, invoicing, or payroll support

• Prior experience working within a fast-paced KPI and SLA-driven environment

Benefits

• Permanent work-from-home set-up

• Dayshift (Australian Eastern Standard Time business hours)

• Full-time job

• HMO (STAFF only)

• Annual leave

• 13-month pay

• With Government mandated benefits