Bookkeeper, Accounts Administrator

Role Overview

• Manage day-to-day bookkeeping across three entities within Xero.
• Maintain accurate, up-to-date financial records at all times.
• Perform bank, credit card, and intercompany reconciliations.
• Handle accounts payable and receivable, including invoicing and payment tracking.
• Actively manage arrears and follow up on overdue accounts.
• Manage intercompany invoicing and reconciliations across all entities.
• Ensure accurate allocation of costs, revenue, and transactions between businesses.
• Monitor and maintain purchase order processes, flagging inconsistencies or missing data.
• Support and improve financial systems, controls, and reporting structures.
• Allocate costs, hours, and expenses to the correct jobs and entities.
• Monitor project cost tracking and assist with job profitability reporting.
• Ensure financial data integrity for operational decision-making.
• Follow up daily with staff to ensure timesheets are submitted and correctly coded.
• Enforce discipline around time tracking and job allocation.
• Work closely with operations and management to ensure ongoing financial accuracy.
• Manage end-to-end payroll processing for the group.
• Ensure compliance with New Zealand employment requirements.
• Maintain payroll accuracy, including leave tracking and statutory obligations.
• Utilize Smartly payroll system or similar platforms.
• Prepare weekly and monthly financial reports for management.
• Communicate confidently with staff, suppliers, and leadership.
• Chase missing information and resolve discrepancies proactively.

Requirements

• Strong experience in bookkeeping or accounts administration, preferably across multiple entities.
• Advanced proficiency in Xero — this is non-negotiable.
• Solid understanding of intercompany accounting and reconciliations.
• Understanding of New Zealand employment law and payroll compliance.
• Proven experience managing accounts payable, accounts receivable, arrears, and financial reporting.
• Strong knowledge of project and job costing, including time-based cost allocation.
• Hands-on experience handling end-to-end payroll processing, ideally using Smartly.
• Excellent communication skills — confident following up with staff and holding people accountable.
• Highly organised with exceptional attention to detail and a high standard of accuracy.
• Able to operate effectively in a fast-paced, high-responsibility environment.
• Reliable, discreet, and trustworthy when handling sensitive financial information.
• Must be available to work with meaningful overlap with New Zealand business hours.

PREFERRED SKILLS (nice to have)

• Prior experience in a marine, trade, or project-based business environment.
• Familiarity with Smartly payroll or similar New Zealand payroll platforms.
• Experience improving or designing financial systems, controls, and reporting structures.
• Exposure to high-value asset or project-based business models.