Prepare, issue, and manage equipment rental quotes and invoices in a timely manner
Maintain accurate records of rental agreements, variations, and close-outs
Ensure pricing, rental periods, and supporting documentation are correct and complete
Enter and reconcile invoices, payments, and adjustments in Xero
Perform routine balancing and reconciliation of rental income accounts
Identify discrepancies and escalate issues for resolution
Assist with accounts-related tasks, including invoicing and basic financial reconciliation
Conduct quality checks on invoices, quotes, and supporting documents prior to submission
Compile, review, and submit regular financial and operational reports
Ensure documentation complies with internal procedures and company quality requirements
Maintain organized digital filing systems and records
Provide general clerical support including data entry, correspondence, and document control
Support audits, reviews, and management requests as required
Perform additional ad hoc administrative and operational tasks as needed

1–3 years of relevant administrative, clerical, or accounts experience (equipment rental or service industries preferred)
Demonstrated hands-on experience using Xero accounting software
Basic proficiency in MS Office
High attention to detail and accuracy
Strong organizational and time management skills
Ability to work independently in a remote environment
Professional written and verbal communication skills
Experience with invoicing, quoting, and basic financial reconciliation
Familiarity with quality checking and reporting processes (desirable)
Flexible and adaptable, with the ability to support evolving business needs.

Virtual Assistant

Key skills