[Hiring] Bookkeeper / Accounts Administrator @D2B

Role Description

The company is looking for an experienced and highly capable Bookkeeper / Accounts Administrator to support the day-to-day financial operations of its group of marine businesses. This role spans three related entities and is critical to maintaining financial accuracy, discipline, and operational efficiency across the group. This is not a transactional or junior data-entry role. The right candidate takes full ownership of the accounts function, enforces standards, and proactively drives accountability across the business. Poor bookkeeping in this environment doesn't just create admin issues — it creates real business risk.

Duties and Responsibilities

• Core Bookkeeping & Accounts
  • 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.
• Multi-Entity & Financial Control
  • 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.
• Project & Job Costing
  • 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.
• Staff Accountability & Coordination
  • 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.
• Payroll
  • 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.
  • Utilise Smartly payroll system or similar platforms.
• Reporting & Communication
  • Prepare weekly and monthly financial reports for management.
  • Communicate confidently with staff, suppliers, and leadership.
  • Chase missing information and resolve discrepancies proactively.

Qualifications

• 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

• 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.