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TYPE OF WORK
Full Time
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SALARY
60000 to 75000 per month
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HOURS PER WEEK
38
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DATE UPDATED
Jul 13, 2026
Accounts & Finance Administration Support
Role Overview
We are seeking a highly organised and detail-oriented Accounts & Finance Administrator to manage the company’s day-to-day invoicing, payment processing, reconciliations, and financial administration across stores, agencies, partners and suppliers.
This role is responsible for ensuring accurate financial records, timely payment processing, account reconciliation, and maintaining clean and up-to-date data within Xero and banking platforms. The position is responsible for the operational finance processes and maintaining strong communication with agency finance teams, commercial teams and sales teams.
Key Responsibilities
Accounts Receivable & Payables
• Creating and applying credits for agencies and invoice adjustments as required.
• Upload and maintain all paid invoices within the Xero platform. Ensure invoice is attached to the reconciled line item to allow later reference to the invoice should it be required.
• Send monthly invoices out for every campaign applicable the last day of the month. All invoices should be saved in drafts, until this date.
• Monthly statement of accounts to be sent to all clients where an invoice/s is outstanding. To be sent 10th of each month.
• Follow up and contact all agency payments that are overdue
• Request remittances from all agencies that have invoices due that month. Request to be sent 2nd week of month.
• Allocate all Banking payments/ XERO payments to invoices payable, detailing the date of payment.
• Reconcile all receivable (agency) and payable (stores/partners/suppliers) in Xero against applicable invoices and/or payments as shown in Banking account.
• Send remittance advice to stores once payments are processed in Xero and Bank. This requires daily checking and updating Xero bills.
Payment Processing & Reconciliations
• Bi-monthly payment entries for directors approval of banking transaction payments.
• Create bills in Xero for each store payment for adhoc (one off months) and reoccurring (QTR).
• Remove paid stores from Xero in bills-paid once remittances are completed to avoid duplicate payments. Every payment to be removed, then void of out bills.
• Maintain accurate financial records and investigate discrepancies where required.
Financial Administration & System Maintenance
• Enter campaign booking confirmations into Xero via per campaign, per monthly invoices.
• Cross-check monthly invoices against sales tracker to ensure billing accuracy. Sales team to be informed of any discrepancies.
• Remove closed or inactive stores from Xero and Banking systems (ensure this is done – check required)
• Maintain clean and accurate financial databases and payment records.
• Support ongoing financial reporting and administration requirements.
What You’ll Bring
• Experience in accounts administration, bookkeeping, or finance coordination.
• Strong working knowledge of Xero and banking reconciliation processes.
• High attention to detail and strong organisational skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong communication and follow-up skills when dealing with agencies, internal teams and partners.
