About this role
Role Overview
- Manage end-to-end bookkeeping, invoice management, project cost tracking, and weekly cashflow reporting.
- Work directly with the CEO and CFO to maintain real-time accurate financial data across all projects.
- Maintain accurate financial records in Xero (mandatory).
- Receive invoices via a dedicated new company email address.
- Enter invoices immediately and organise them by project.
- Track accounts payable and receivable.
- Process receipts, payments, reimbursements, and loan payments.
- Reconcile bank and credit card statements weekly.
- Assist with payroll preparation and expense management.
- Prepare client invoices as needed.
- Maintain organised digital filing of all financial documents.
- Track and update weekly cashflow, including cash in, cash out, upcoming liabilities, and loan repayments.
- Maintain live budgets for every project.
- Track all spending per project and compare actual vs budget.
- Record every cost item against the correct project code.
- Provide weekly summaries showing total spent, total committed, remaining budget, and forecasted cost to complete.
- Flag discrepancies or unusual spending.
- Support preparation of project cost reports for management.
- Prepare weekly, monthly, and quarterly financial reports.
- Compile cashflow reports for CEO/CFO.
- Provide clear explanations for variances.
- Support internal and external audit requirements.
Requirements
- Strong Xero experience is mandatory.
- Experience with Australian bookkeeping preferred.
- Strong Excel/Google Sheets skills.
- Understanding of payroll systems.
- Familiarity with AASB or Australian taxation preferred (not required).
- Experience in GAAP is acceptable if no AASB background.
- Highly reliable and accountable.
- Strong attention to detail and accuracy.
- Ability to manage multiple projects at once.
- Confident working independently with minimal supervision.
- Proactive in identifying financial issues.
- Comfortable working Sydney hours and meeting deadlines.
- Direct and clear communicator.
- Calm under pressure.
- High integrity and confidentiality.
- Long-term commitment — not suited for job-hoppers.
- Enjoys creating order, structure, and efficient systems.