AU Intermediate Administrator

The Accounts Administrator is responsible for supporting the day-to-day financial and administrative operations with a broad focus across accounts payable, accounts receivable, payroll administration, purchase orders, financial reporting, BAS/IAS reporting, bank reconciliations, subcontractor and vendor management, budgeting, contract administration, and general HR and administrative support.

The role requires a highly organised and detail-oriented professional who can maintain accurate financial records, ensure timely processing of financial transactions, support regulatory compliance, and effectively coordinate with internal teams, clients, suppliers, subcontractors, and external accountants or auditors.

The Accounts Administrator will play an important role in ensuring the accuracy, timeliness, and efficiency of the company's financial and administrative processes while supporting the Accounts Manager and broader business operations.

ROLES AND RESPONSIBILITIES

• Accounts Payable

Process and manage incoming supplier invoices and payments.

Ensure payments are made on time and in accordance with company policies.

Maintain accurate records of accounts payable transactions.

• Accounts Receivable

Track and manage outstanding invoices and follow up on overdue payments.

Reconcile customer accounts and resolve any payment discrepancies.

Prepare and issue customer statements and reminders.

• Purchase Order (PO) Issue and Monitoring

Issuing PO on time.

Ensuring all approvals are in place before issuing any PO.

Track and minor PO and provide regular updates.

Reconcile customer accounts and resolve any payment discrepancies.

Prepare and issue customer statements and reminders.

• Financial Reporting & Statements

Assist in preparing monthly AP, AR and other relevant financial statement.

Ensure accuracy and compliance with financial regulations.

Use accounting software (e.g., MYOB, Xero, QuickBooks) for financial reporting.

• Payroll Administration

Process and manage employee payroll, ensuring accuracy and compliance.

Calculate and process tax withholdings, benefits, and deductions.

Maintain up-to-date employee records for payroll purposes.

• BAS/IAS Reporting

Assist in preparing and submitting BAS (Business Activity Statement) and IAS (Installment Activity Statement) to the ATO (Australian Tax Office).

Ensure tax-related documentation is submitted within deadlines.

• Bank Reconciliations

Reconcile company bank statements with internal records monthly.

Investigate and resolve discrepancies between bank statements and company accounts.

• Subcontractor & Vendor Management (EFTSURE)

Ensure subcontractor compliance with contractual obligations and payments.

Manage purchase orders (POs) and ensure vendor payments are made on time.

Communicate with suppliers and subcontractors regarding financial matters.

• Financial Forecasting & Budgeting

Assist in the preparation of financial budgets (both operational and project-specific).

Assist in the preparation of cash flow forecasts to ensure proper financial planning.

• Contract Administration (Financial Perspective)

Support contract management by ensuring accurate invoicing and payments in line with client contracts.

Liaise with clients and vendors regarding contract terms and payments.

• HR & Administration Support

Assist with limited HR functions, such as managing employee records, timesheets, and benefits.

Comply with the worker compensation payment on time for all states/territories.

Comply with payroll tax for all states/territories.

Help with general administrative tasks related to the accounting department.

General office management duties and utility/stationery ordering as required basis.

• Asset Management

Ensure all asset related entry are maintained accurate and monitoring the registration or any fines.

• Internal & External Communication

Act as a liaison between the finance department, other teams (e.g., project managers, field staff), and external accountants or auditors.

Ensure clear communication regarding account-related matters.

• Compliance & Regulatory Adherence

Ensure compliance with accounting standards, tax regulations, and internal policies.

Support audits by preparing necessary documentation and answering queries.

KEY QUALIFICATIONS & REQUIREMENTS

Education

• Degree or diploma in Accounting, Finance, Business Administration, or a related field.
• Accounting qualifications or progress toward CPA are highly desirable.

Experience

• Proven experience in accounts administration, bookkeeping, finance administration, or a similar accounting role.
• Experience handling Accounts Payable and Accounts Receivable functions.
• Experience with payroll processing and administration.
• Experience with bank reconciliations and financial reporting.
• Experience assisting with BAS/IAS preparation and ATO-related requirements.
• Experience managing purchase orders, supplier invoices, customer accounts, and vendor payments.
• Experience working with subcontractors and vendors, preferably including EFTSURE or similar compliance platforms.
• Experience supporting budgeting, cash flow forecasting, and contract administration is advantageous.
• Experience working within the Australian accounting and taxation environment is highly desirable.

Technical Skills

• Proficiency in accounting software such as MYOB, Xero, or QuickBooks.
• Good understanding of AP, AR, payroll, bank reconciliations, and financial reporting processes.
• Knowledge of BAS/IAS and Australian Taxation Office (ATO) requirements.
• Ability to maintain accurate financial and employee records.
• Strong Microsoft Office skills, particularly Excel.
• Familiarity with vendor/subcontractor compliance platforms such as EFTSURE is advantageous.

Key Competencies

• High attention to detail and strong numerical accuracy.
• Strong organisational and time-management skills.
• Ability to manage multiple financial and administrative tasks while meeting strict deadlines.
• Strong problem-solving and reconciliation skills.
• Good written and verbal communication skills.
• Ability to liaise professionally with employees, suppliers, subcontractors, clients, and external accountants.
• Strong understanding of confidentiality when handling financial, payroll, and employee information.
• Ability to work independently while collaborating effectively with the broader finance and operations teams.
• Strong commitment to compliance, accuracy, and process improvement.