Accounts /Admin Officer

This is a remote position.We are seeking a detail-oriented Accounts / Admin Officer to join a dynamic engineering firm based in Australia that specializes in delivering innovative engineering solutions across commercial and industrial projects. The successful candidate will play a pivotal role in managing financial records and supporting smooth accounting and administrative operations.

Key Responsibilities:
Accounts Payable

Accurately process invoices and maintain precise payment records.
Execute payment runs and reconcile vendor statements to resolve discrepancies.
Set up new vendors in the accounting system and monitor vendor information.
Reconcile supplier accounts to ensure accuracy in financial records.
Handle credit card and bank account reconciliations and coding.
Monitor and manage purchase orders efficiently.
Support project teams with cost reporting.
Communicate effectively with suppliers and internal departments to resolve queries.
Assist with month-end reporting and ensure accounts accuracy.
Accounts Receivable:

Set up new customer accounts and issue invoices accurately and on time.
Monitor overdue payments and follow up on outstanding invoices.
Collaborate with project teams to resolve billing discrepancies and customer inquiries.
Reconcile customer accounts and maintain accurate financial records.
Prepare regular reports on accounts receivable status.
Administrative & General Responsibilities:

Coordinate pre-construction administrative requirements.
Support the team with general administrative tasks as needed.
Process payroll and manage debtor communications, including email follow-ups and calls.
Download and review financial reports.
Provide comprehensive administrative support to senior executives, including email management, task prioritization, and drafting responses.
Assist in procurement activities: handle quote requests, vendor coordination, and purchase order processing.
Support estimation efforts by gathering data and preparing cost breakdowns and reports.
Manage contract administration: track milestones, payment terms, and maintain proper documentation.
Maintain organized digital records for procurement, contracts, and project data.
Utilize project management tools (e.g., Asana, Monday.com, Trello) to track project progress.
Coordinate with vendors, internal teams, and external stakeholders to support project timelines.
Manage directors’ inbox, filing of incoming emails, and directing emails appropriately.



Requirements

Minimum of 5 years of experience in a similar accounts and administrative role.
Proficiency in Xero accounting software.
Strong knowledge of Microsoft Office and ability to learn new systems quickly.
Exceptional attention to detail and organizational skills.
Ability to work independently and meet deadlines.
Excellent communication and interpersonal skills.







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