Finance & Administration Assistant

Key Role Deliverables

* Provide day-to-day administrative support across both businesses.
* Maintain financial trackers, spreadsheets, invoices, receipts, and payment records.
* Assist with Xero administration and organise financial documents for the external accountant.
* Track employee timesheets against projects and support payroll-related reconciliation.
* Monitor project costs, supplier and subcontractor invoices, and outstanding payments.
* Prepare quotations, project documents, templates, and compliance records.
* Maintain project registers, job trackers, and document control systems.
* Assist with progress claim documentation and general business tasks.
* Support basic website updates and marketing administration as needed.

Education Requirement

A qualification in Business Administration, Accounting, Finance, or a related field is preferred but not mandatory.

Minimum Years of Experience in similar role

Experience in administration, accounts support, finance administration, or project coordination is preferred. Construction or project-based industry experience is an advantage.

Technical System Experience

* Xero: Basic finance administration and invoice entry preferred.
* Microsoft Office: Strong Excel and Word skills.
* Financial Tracking: Experience maintaining spreadsheets, tracking invoices, and reconciling records.
* Document Management: Preparing and organising business and project documents.
* Payroll Support: Timesheet collection and payroll-related administration.
* Construction Documentation: Familiarity with SWMS and subcontractor documentation is advantageous.

Behavioural Competencies

* Organised and detail-oriented.
* Proactive, resourceful, and reliable.
* Numerically confident with strong recordkeeping skills.
* Able to manage competing priorities and follow up independently.
* Comfortable working directly with a business owner in a small, growing business.
* Adaptable and willing to learn new systems and processes.

Must Have Skills / Experience

* Experience in administration, accounts support, or a related role.
* Strong Excel and general office administration skills.
* Accurate recordkeeping and financial tracking.
* Good written and verbal English communication.
* Ability to manage multiple tasks and work independently.

Xero experience and construction or project administration exposure are preferred.