Bookkeeper & Payroll VA| NDIS experience

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TYPE OF WORK

Full Time

SALARY

50000

HOURS PER WEEK

40

DATE UPDATED

Oct 2, 2026

JOB OVERVIEW

Application form: ----------

Role Overview

Candidates with strong, hands-on Xero payroll experience and proven award interpretation (SCHADS Award experience highly regarded) will be prioritised for this role.

A registered NDIS provider operating across multiple entities needs a full-time Bookkeeper & Payroll Specialist to own high-volume daily bookkeeping and fortnightly payroll under the direction of the company's main accountant. The key challenge is accuracy and consistency: payroll must be error-free, bank reconciliations must be kept current across nine accounts despite receipts and remittances coming from many different people, and every rental property and utility bill must receive its correct treatment.

Success looks like payroll reaching final review error-free, bank reconciliations staying close to current, no repeated mistakes, and over time, a VA who improves the checklists and systems rather than working around them.

What You'll Own

Payroll

Process fortnightly payroll in Xero for 60 to 100 employees across multiple entities
Cross-check timesheets through the approval chain (care coordinator approval, then manager approval) before they flow into Xero
Process manual timesheets submitted by email and through SharePoint
Apply correct pay, penalty and weekend rates under the SCHADS Award and internal rules, working through the documented payroll checklist in full every pay run
Prepare for and attend the final payslip check during payroll weeks
Manage the payroll mailbox, responding to staff, HR and manager queries about pay and timesheets

Bank Reconciliations

Reconcile all nine Xero bank accounts daily, often more than 15 transactions per account per day
For spend transactions: obtain the correct receipt, enter it as a bill with the correct GL code and GST treatment, attach the receipt, then reconcile
For money received: reconcile against the remittance advice, chasing a remittance where one hasn't been provided
Track outstanding receipts and remittances, following up until they are cleared

Accounts Payable & Receivable

Manage bills and invoicing, and follow up late payments
Enter rental invoices for the properties the business rents, applying the correct treatment for each (staff-paid, business-invoiced, or payroll-deducted)
Apply the same treatment logic to utility bills
Liaise daily with reception, who send through invoices for reconciliation

Records & Data

Maintain asset logs
Perform data entry, maintain the internal database, and manage digital files

Inbox Management

Act as the main person responsible for four to five main inboxes, up to six to seven across the entities
Make sure every email is actioned and routed to the right inbox, following the existing process

Ad Hoc Team Support

Once finance tasks are complete, provide administrative support to HR and the care coordinators

Process Improvement

Identify gaps or better ways of working in finance processes and raise them
Update checklists as new issues are found

What We're Looking For

Experience

Minimum 2 years in bookkeeping and finance roles
Proven payroll processing experience for a workforce with variable hours, penalty rates and award interpretation
Experience with Australian companies is required
Experience with the SCHADS Award, NDIS or aged care is a strong bonus
Experience working across multiple entities

Communication Skills

Polite, patient and understanding with every department, including HR, managers, care coordinators and reception
Clear written English for the payroll and accounts mailboxes
Able to chase receipts and remittances persistently without damaging relationships

Technical Proficiency

Xero is mandatory: high proficiency in payroll, bank reconciliation, bills, sales invoices, GL coding and GST treatment
Strong spreadsheet skills in Excel
Comfortable in Microsoft Teams, SharePoint, Google Workspace and Microsoft Office
CareMaster experience is a bonus and trainable

Organisational Skills

Tracks open items across nine bank accounts without losing anything, even when receipts take days to arrive
Holds and applies different treatments across two dozen properties and their utility bills
Manages six to seven inboxes and a significant weekly meeting load while keeping daily reconciliations current

Non-Negotiables

Follows documented procedures exactly, every time
Treats every error as a lesson — the same mistake shouldn't happen twice
Improves the system rather than working around it, and flags a better way of doing something
Fully focused during work hours, with zero tolerance for outside work
Calm under volume, handling daily reconciliations, fortnightly payroll and multiple inboxes without quality slipping
Discreet with payroll and staff financial data — confidentiality is essential

Working Arrangements

Full-time, under the direction of the main accountant
Completes payroll-week workload within contracted hours (no ongoing overtime expected)
Comfortable working where documentation is still being refined, without being thrown in before ready

Why This Role

Genuine ownership of a critical finance function, with zero-error payroll as a clear, respected standard
Room to shape and improve checklists and systems, not just follow them
Join a business growing from 60 towards 100 employees, with the role scaling alongside it
A team culture built on people looking after people, where attitude and integrity are valued as much as skill

How to Apply

To be considered, please complete this form and include a short video introduction. It helps us shortlist quickly.

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