[Hiring] Finance Administrative Assistant @Virtual Staff 365

Role Description

Our client is a leading commercial kitchen exhaust cleaning company with over 30 years of experience servicing the hospitality industry and corporate businesses across Australia. They are now seeking to hire a Finance Administrative Assistant to provide comprehensive financial and administrative support to ensure the smooth operation of day-to-day financial processes. The successful candidate will play a critical role in managing supplier and customer accounts, handling transaction processing, and maintaining accurate financial records.

Accounts Receivable and Payable Management

• Process supplier invoices, address vendor inquiries, resolve payment issues, and ensure timely payments aligned with cash flow availability.
• Manage the timely collection of outstanding amounts, assist with following up on overdue payments, and resolve billing discrepancies.
• Provide invoices and statements to customers while supporting the wider finance team in tracking accounts receivable and payable.

Financial Record Keeping and Administration

• Process financial transactions and maintain accurate, up-to-date records across both physical files and digital systems.
• Perform data entry tasks and assist with bank reconciliations to ensure operational accuracy.
• Maintain organized filing systems for financial documents in strict compliance with company policies.
• Provide ad hoc information, financial reports, and administrative support for projects as requested by the management team.

Communication and Phone Support

• Manage the finance department email inbox by providing timely and professional responses to internal and external inquiries.
• Handle inbound and outbound calls related to accounts payable, supplier inquiries, and outstanding invoices.
• Assist with inbound customer calls and efficiently transfer inquiries to the appropriate internal operations teams.
• Maintain established key performance indicators including response times and call-handling standards.

Qualifications

• Completion of VCE/HSC or an equivalent level of secondary education.
• Previous work experience in a demanding collection service environment.
• High level of proficiency in both written and verbal English communication.
• Strong organization and efficiency skills with the ability to prioritize multiple demands under pressure.
• Excellent relationship-building capabilities to build rapport easily with internal teams, suppliers, and clients.
• Strong problem-solving skills, high attention to detail, and a proactive attitude toward business process improvement.
• Resilient, self-motivated mindset with the ability to work independently with limited guidance.
• Full commitment to a full-time schedule of 40 hours per week during Australian working hours.
• Strict adherence to company quality, safety, and food safety awareness protocols.

Requirements

• Nice-to-Have Skills:
• Appropriate relevant educational or technical qualifications in finance or administration.
• Previous experience utilizing Google Workspace tools for financial administration.
• Prior exposure to compliance systems or accredited operational environments.

Benefits

• Permanent work-from-home set-up.
• Dayshift (Australian Eastern Standard Time business hours).
• Full-time job.
• HMO (STAFF only).
• Annual leave.
• Christmas Bonus equivalent to 1 month's wage (pro-rate).