Administration and Finance Assistant – Post-Construction Clean-up

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: TYPE OF WORK

Full Time

: SALARY

55000-60000

: HOURS PER WEEK

40

: DATE UPDATED

Oct 2, 2026

JOB OVERVIEW

Location: Work-from-home (Independent Contractor)
Contract Type: Contractor, full-time
Schedule: Monday to Friday, ideally 9:00 AM–6:00 PM SYD time.
Target Commencement Date: Last week of October

About Us
We are an Australian business specialising in post-construction clean-up, helping builders across Victoria leave their construction sites spotless and ready for handover. We pride ourselves on our meticulous attention to detail, reliability, and efficient service delivery.
Role Overview
We are seeking an experienced and detail-oriented Administration and Finance Assistant to manage the post-construction clean-up jobs. This role requires excellent organisational skills, proficiency in invoicing and booking systems (particularly ServiceM8), and the ability to ensure all steps of our administrative process are followed accurately.
Key Responsibilities
- Job Scheduling & Confirmation:
- Manage client bookings regularly via ServiceM8, tagging the admin responsible.
- Send confirmation emails to clients upon booking.
- Coordinate the job schedule, ensuring timely bookings and adjustments as required.
- Job Completion Process:
- Monitor job status, ensuring the site team marks jobs as complete on ServiceM8.
- Review and verify "before and after" photos from job sites for accuracy and completeness, and to pick up extras to invoice.
- Send job completion photos to clients, ensuring no extras are missed.
- Invoicing & Purchase Orders:
- Create and send invoices using ServiceM8 and Xero, ensuring accuracy and timely processing, including weekly invoicing.
- Reconcile Xero by entering receipts received via WhatsApp, uploading them to Hubdoc, noting for the accountant that they have been updated in Hubdoc, and adding any relevant notes or attachments.
- Check whether builders’ purchase orders cover the charges and request additional approval where required.
- Request and follow up on purchase orders once jobs are completed, keeping track of the process in ServiceM8.
- Manage automated follow-ups to help ensure payments are received promptly.
- Attach tip bills to the relevant jobs and record the applicable charges.
- Hourly time records
- Sent through by workers, entered onto a spreadsheet and hours sent weekly to the accountant for preparation of wages and pay processed.
- Queue & Follow-Up Management:
- Maintain an organised queue for follow-ups in ServiceM8, ensuring no excessive follow-ups before purchase orders are secured.
- Monitor emails and follow up, eg reissuing invoices and sending relevant documents requested to ensure up-to-date and compliant with HR requirements.
- Track and check incoming emails related to job enquiries and invoicing in ServiceM8.
- System and Process Management:
- Utilise ServiceM8 for booking templates and invoicing templates.
- Ensure that all jobs are entered and followed through according to company procedures.
- Liaise with builders and supervisors as needed to resolve scheduling or administrative issues.
Skills & Experience
- Relevant Degree or equivalent in related skills
- Proven experience in administration roles, preferably in a construction or service industry.
- Xero and ServiceM8 experience would be required, along with someone who is highly experienced in accounts. The role will involve cross-checking tip bills against completed jobs, making sure the charges match what the business has been billed for before payments are made, and overseeing the relevant records across both Xero and ServiceM8.
- Exceptional attention to detail and organisational skills.
- Ability to work independently and follow established procedures.
- Strong English written and communication skills.
Tools Experience
- Xero
- ServiceM8
- WhatsApp

If you're highly organised, proactive, and enjoy being at the centre of daily operations, reply with the title: "I am your next Administration and Finance Assistant with Xero and ServiceM8 experience" and share your CV.

Please don't apply if you do not have Xero and ServiceM8 experience. Thank you!

SKILL REQUIREMENT

Xero Administrative Management Construction Project Manager

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Administration and Finance Assistant – Post-Construction Clean-up

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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