[Hiring] VA - Accounts Payable & Xero Project Support @Hunt St

Role Description

We are seeking a detail-oriented and reliable Virtual Assistant to support our finance and operations team, with a strong focus on Accounts Payable and Xero project support. This role is ideal for someone who is highly experienced in Xero, comfortable managing financial workflows, and confident providing executive-level administrative support.

Key Responsibilities

• Accounts Payable & Xero Support
  • Manage end-to-end Accounts Payable processes using Xero
  • Manage the email account to receive supplier invoices and converse with suppliers for copies of purchase orders (if required)
  • Accurately enter, code, and reconcile supplier invoices with corresponding purchase orders
  • Manage bills and prepare regular payment batches in consultation with the Finance Manager
  • Maintain accurate supplier records
  • Manage Xero Projects expense allocations, including job costing, expense tracking, monitoring project financials, and collaborating with Project Managers to provide them with feedback on their projects
  • Prepare budget v actual overhead reports on a weekly basis for review by the Finance Manager
  • Assist with reconciliations and basic financial reporting as required
  • Ensure data accuracy and compliance with internal processes
• Project & Administrative Support
  • Provide personal assistance support including:
    • Managing calendars and scheduling meetings
    • Taking meeting notes and following up on action items
    • Supporting task delegation and reminders
  • Assist with ad hoc administrative and project-related tasks as needed
  • Communicate clearly with stakeholders to ensure smooth workflow and follow-through

Qualifications

• Proven hands-on experience with Xero (essential)
• Proven hands-on experience using Xero Projects
• Strong understanding of Accounts Payable processes
• High attention to detail and accuracy
• Strong organizational and time-management skills
• Ability to work independently and manage multiple priorities
• Excellent written and verbal communication skills in English

Preferred Qualifications

• Previous experience supporting Australian clients
• Background in finance, bookkeeping, or accounting support
• Experience working as a Virtual Assistant or Project Support role

Important Note for Candidates

This role requires practical, hands-on Xero experience. Candidates should be prepared to discuss their Xero usage in detail, including real scenarios involving Accounts Payable and Xero Projects. A Xero skills assessment may form part of the selection process.

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
• Disclose any existing times that you would be unavailable between AU 9AM – 5PM Monday – Friday to ensure calendar flexibility and alignment is possible
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)