[Hiring] Admin and Invoicing Assistant @Hunt St

Role Description

We are looking for a highly accurate, detail-oriented Admin, Accounts & Invoicing Assistant to join the team, who can become a reliable long-term member of our remote administration team. This is not simply a data-entry position. The successful candidate will need strong bookkeeping and numerical skills, excellent attention to detail, sound business judgement and the ability to identify and resolve routine issues independently. The role will primarily focus on MYOB invoicing, bookkeeping support, freight estimation, customer administration and general office support.

Key Responsibilities:

• MYOB, Invoicing & Bookkeeping Support:
  • Prepare and process customer invoices accurately and efficiently using MYOB, checking customer details, product codes, quantities, pricing, GST, freight and supporting documentation before finalising.
  • Assist with basic bookkeeping, accounts receivable, payment allocation, account reconciliation and customer account enquiries as required.
  • Review transactions and supporting documents to identify errors, duplicates, discrepancies, incomplete information or unusual figures, escalating issues before processing.
  • Maintain accurate and organised accounting, customer and transaction records and become familiar with the company’s products, pricing, customers and invoicing procedures.
• Freight & Delivery Administration:
  • Calculate and review freight charges using courier websites and freight platforms, comparing available options and identifying charges that appear unusually high or unreasonable.
  • Enter consignment and delivery information accurately, assist with delivery tracking and routine freight enquiries, and communicate with freight providers when required.
  • Monitor back-orders, flag unavailable or insufficient stock, and release back-orders when stock becomes available.
• Administration & Customer Support:
  • Provide general administrative support to the existing team, including managing phone overflow through the company’s VoIP softphone and handling inbound and outbound customer calls professionally.
  • Respond to routine customer and business emails and identify appropriate opportunities to upsell or introduce additional products that may benefit customers.
  • Prepare, update and maintain documents and records using Microsoft 365, including Excel, Word and Outlook, and assist with reporting and other repetitive administrative tasks.
  • Conduct online and Google research to locate and verify business, product, freight, contact and other operational information.
• Team Support & Work Practices:
  • Work closely with the administration team to ensure day-to-day tasks are completed accurately and on time, taking ownership of invoicing and other assigned administrative workloads.
  • Learn and follow the company’s products, systems, processes and procedures while using practical judgement to identify and escalate issues when something does not appear correct.
  • Communicate clearly and professionally with team members, customers, suppliers and other stakeholders.
• Microsoft Excel & Numerical Skills:
  • Work confidently with numbers, including checking invoice totals, comparing quantities and prices, calculating percentages and GST, reviewing freight costs and reconciling information between documents.
  • Use Excel for sorting, filtering and common formulas, and identify discrepancies, unusual figures or transactions that require further investigation.
  • Use company-provided applications and systems accurately and efficiently.
  • Strong numerical reasoning and attention to detail are essential, particularly the ability to recognise when figures or transactions do not appear correct.
• AI & Technology:
  • Use approved AI productivity tools such as ChatGPT, Claude or similar platforms to support appropriate tasks such as drafting routine correspondence, research, summarising non-confidential information, assisting with Excel formulas and improving administrative efficiency.
  • Follow company guidelines regarding the use of AI and ensure confidential company, customer, supplier, pricing, financial or personal information is never entered into unauthorised public AI systems. Training will be provided on approved AI usage.

Qualifications

• 2–3 years of relevant experience in bookkeeping, accounts administration, invoicing or a similar role, with a strong practical understanding of accounting and bookkeeping processes.
• Proven hands-on experience with MYOB is essential, with a willingness to complete a practical MYOB assessment as part of the recruitment process.
• Australian bookkeeping or accounting experience, particularly in accounts receivable, bank or customer account reconciliation, will be highly regarded.
• Strong numerical and analytical skills, with the ability to work confidently with figures, identify errors or discrepancies, and question information that does not appear correct.
• Experience in order processing, inventory, wholesale, freight or logistics administration will be highly regarded.
• Demonstrated upselling and customer engagement skills, with the ability to recommend relevant additional products in a friendly, helpful and professional manner without being overly sales-focused.
• Strong Microsoft Excel skills, including formulas, lookups and spreadsheet-based data checking, together with proficiency in Word and Outlook.
• Excellent spoken and written English, with confident, friendly and professional communication skills when dealing with customers, suppliers and team members by phone and email.
• Highly organised and detail-oriented, with the ability to manage repetitive tasks accurately and consistently while prioritising competing responsibilities.
• Good common sense and practical problem-solving skills, with the ability to follow established procedures, recognise when something is incorrect, and know when to ask questions or escalate an issue.
• Comfortable working independently in a remote environment, with strong time management, self-motivation and reliable internet connectivity.
• Strong online and Google research skills, with the ability to locate, assess and verify information efficiently.
• Experience using ChatGPT, Claude or other AI productivity tools to support administrative efficiency will be considered an advantage.

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work.
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).