[Hiring] Executive Assistant & Bookkeeping Coordinator @Hunt St

Role Description

We're looking for an experienced Executive Assistant & Bookkeeping Coordinator to take ownership of our day-to-day finance and back-office administration, allowing the business owner to focus on growth rather than paperwork.

Initially working alongside the current Australian bookkeeper during a structured handover and training period, you will progressively take ownership of the business's day-to-day bookkeeping, payroll, accounts and associated administrative functions. You'll manage invoicing, purchase orders, and maintain accurate records in Xero and ServiceTitan. This is a varied role that extends beyond bookkeeping—you'll also support operational administration and take on additional responsibilities as you grow with the business.

Key Responsibilities

• Finance, Bookkeeping & Accounts
  • Manage day-to-day bookkeeping and maintain accurate financial records in Xero.
  • Process supplier bills and manage accounts payable.
  • Complete bank and credit card reconciliations.
  • Manage accounts receivable, including customer invoicing and following up outstanding accounts.
  • Reconcile supplier statements and investigate missing invoices, credits and discrepancies.
  • Prepare supplier payment runs for management approval.
  • Maintain the chart of accounts and ensure transactions are coded correctly, including appropriate GST treatment.
  • Process employee expense reimbursements, including entering receipts as bills, coordinating payment approval and issuing remittances.
  • Maintain supporting financial documentation and records.
  • Assist with month-end and financial reporting as required.
• Payroll & Employee Administration
  • Process weekly payroll from employee timesheets.
  • Review timesheets for completeness and follow up missing or unclear information.
  • Process overtime, allowances, bonuses, commissions, leave and other payroll adjustments.
  • Respond to employee payroll and payslip queries.
  • Complete STP reporting.
  • Process superannuation.
  • Complete LeavePlus reporting and administration.
  • Maintain employee payroll records, pay rates, leave balances and payroll settings in Xero.
  • Assist with employee onboarding and termination payroll administration.
  • Have a sound understanding of the Electrical, Electronic and Communications Contracting Award [MA000025] and be able to interpret and apply relevant rates, overtime, allowances and other provisions, while escalating anything requiring further advice.
• ServiceTitan
  • Maintain accurate accounting and operational information within ServiceTitan.
  • Complete/review ServiceTitan accounting reports and journals and reconcile information to Xero.
  • Maintain the ServiceTitan price book, including services, materials, warranties, pricing and images.
  • Liaise with technicians and management regarding incomplete or incorrect job information.
  • Assist with maintaining the integrity of the ServiceTitan/Xero accounting workflow.
  • Investigate and resolve discrepancies between ServiceTitan and Xero.
• Supplier & Operational Administration
  • Liaise with wholesalers and suppliers regarding invoices, credits, statements and purchase orders.
  • Follow up missing supplier documentation.
  • Reconcile supplier statements to Xero.
  • Assist with purchase order administration.
  • Communicate with field technicians where information is required to complete accounting or administrative tasks.
  • Maintain organised electronic records and supporting documentation.
  • Provide proactive updates to management regarding completed work, outstanding matters and anything requiring attention.

Qualifications

• Proven experience in bookkeeping or accounting, with strong working knowledge of Xero.
• Recent hands-on experience with Australian accounting practices, including GST, superannuation, payroll, and EOFY processes.
• Strong Microsoft Excel skills.
• Comfortable learning ServiceTitan or similar field service management software (previous experience is an advantage but not essential).
• Excellent written and verbal English communication skills.
• Available to overlap with Australian business hours (Bendigo, Victoria) for regular meetings and collaboration.
• Highly organised, detail-oriented, and trustworthy, with the ability to work independently and manage confidential financial information.

What We're Looking For

We’re looking for someone who is proactive and takes ownership of their responsibilities. This role is not just about processing information provided — we need someone who can identify discrepancies, investigate issues, ask questions, communicate clearly, manage recurring tasks independently, and recognise when something needs to be escalated rather than making assumptions.

You'll thrive if you're proactive, eager to take ownership, and excited to grow with a business that's expanding into new service areas. If you're looking for a long-term opportunity where your responsibilities and impact will continue to grow, we'd love to hear from you.

Future Growth Opportunities

• As the business grows, you'll have the opportunity to take on additional responsibilities, including:
  • Managing more of the company's finance and administration functions.
  • Handling bill payments and other high-trust financial tasks.
  • Supporting recruitment by screening and coordinating first-round interviews for future Philippines-based team members.
  • As the role develops, there may also be opportunities to support aspects of Health & Safety/WHS administration. Experience with Australian workplace Health & Safety processes, documentation, and compliance administration would be advantageous, though the primary focus of the role remains bookkeeping and business support.

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”).