Experienced Bookkeeper & Multi-Business Operations Manager

# Bookkeeper & Multi-Business Operations Manager

**Remote Position | Australian Businesses**

We are seeking an experienced Bookkeeper and Business Operations Manager to oversee the bookkeeping, administration and daily organisation of multiple service businesses, including dry-cleaning, laundry and cleaning companies.

This is a senior role for someone who can manage several businesses, locations and priorities with minimal supervision. You will work closely with the owners, employees, stores, drivers, cleaners, suppliers, customers and accountant.

## Key Responsibilities

### Bookkeeping and Payroll

* Manage bookkeeping for multiple businesses using Xero.
* Maintain separate financial records for each business.
* Process supplier bills and ensure payments are made on time.
* Complete bank and credit-card reconciliations.
* Manage accounts payable and accounts receivable.
* Prepare customer invoices and follow up overdue accounts.
* Review supplier statements and identify missing or duplicate bills.
* Organise invoices, receipts and supporting documents.
* Prepare reports for the owners and accountant.
* Liaise with the accountant or BAS agent when required.
* Review Deputy timesheets against rosters, leave, breaks and overtime.
* Process payroll and Single Touch Payroll through Xero.
* Check wages, PAYG withholding, superannuation, deductions and leave.
* Reconcile payroll reports against bank payments.

### Multi-Business Operations

* Manage the daily administration of all businesses.
* Maintain an organised system for each company.
* Coordinate communication between the owners, staff, stores, drivers, cleaners, suppliers and customers.
* Manage a master task list with responsibilities, deadlines and progress updates.
* Maintain calendars for payroll, bills, renewals and important business dates.
* Identify problems early and raise them with the owners.
* Provide clear daily or weekly progress reports.
* Organise business files, spreadsheets, records and shared folders.
* Follow tasks through to completion without repeated reminders.

### Dry-Cleaning, Laundry and Cleaning Administration

* Coordinate administration across the dry-cleaning and laundry locations.
* Monitor communication between stores, production teams, drivers and customers.
* Track customer enquiries, complaints, payment issues and follow-ups.
* Monitor store cash-up records and report unexplained differences.
* Maintain supplier, repair and equipment-service records.
* Manage cleaning bookings, schedules and customer communication.
* Coordinate job changes and instructions with cleaners.
* Prepare cleaning invoices and follow up payments.
* Verify cleaner hours or contractor payments.
* Maintain current customer, property and service records.

### Communication and Customer Service

* Manage multiple business email inboxes.
* Respond to emails and phone calls professionally.
* Ensure important enquiries receive a response and follow-up.
* Record clear notes from calls and conversations.
* Handle customer concerns calmly or escalate them when required.
* Communicate clearly with customers, staff and suppliers.
* Maintain a follow-up system so no enquiry or task is forgotten.

### Suppliers and Procedures

* Create and maintain a supplier register containing contact details, account numbers, payment terms, services, portals and renewal dates.
* Document Standard Operating Procedures for recurring tasks.
* Create checklists for payroll, bills, invoicing and reconciliations.
* Record new processes and important business instructions.
* Maintain a register of business issues, corrective actions and prevention procedures.
* Update procedures when business processes change.

## First 60 Days

During the first two months, you will:

1. Review the bookkeeping and administration systems for every business.
2. Organise and categorise records separately for each company.
3. Create a list of outstanding bills, invoices, tasks and follow-ups.
4. Build a complete supplier and contact register.
5. Create a calendar for payroll, payments, renewals and deadlines.
6. Organise the business inboxes and establish a follow-up system.
7. Create checklists for the main bookkeeping and administration tasks.
8. Document the key procedures for each business.
9. Introduce a clear reporting system for completed, outstanding and urgent work.

## Required Skills and Experience

* Proven experience managing bookkeeping and administration for multiple businesses.
* Strong knowledge of Australian bookkeeping and payroll.
* Advanced experience with Xero and Xero Payroll.
* Experience with STP, PAYG withholding, superannuation and employee leave.
* Experience with Deputy or similar timesheet software.
* Strong Excel and Google Sheets skills.
* Excellent organisation and time-management skills.
* Strong written and spoken English.
* Professional customer-service and problem-solving skills.
* Ability to work independently and ask questions when information is unclear.
* Ability to manage competing priorities and deadlines.
* Strong accuracy and attention to detail.
* High level of confidentiality and professional judgement.
* Availability during agreed Australian business hours.
* Strong professional references.

Experience with Hubdoc, Google Workspace, task-management software and service-based businesses is highly desirable.

AI may assist with basic drafting or research, but applicants must communicate independently, understand their work and verify information before using it.

## How to Apply

Please include:

1. Your experience with Australian bookkeeping and payroll.
2. Your experience with Xero, STP and Deputy.
3. An example of how you manage multiple businesses and deadlines.
4. Details of relevant qualifications or certifications.
5. Your availability during Australian business hours.
6. Contact details for professional references.

Shortlisted applicants will complete a practical assessment using sample bookkeeping, payroll and administration information.

This is a long-term opportunity for a capable and dependable professional who can manage the financial administration and daily organisation of several growing businesses.