[Hiring] Finance & Business Administration Officer @D2B

Role Description

We are seeking an experienced Finance & Business Administration Officer to provide dedicated, full-time financial and administrative support across our four New Zealand entities. Operating remotely from the Philippines, you will manage day-to-day bookkeeping, job costing, management reporting, and back-office operations across four distinct Xero accounts, ServiceM8, and Excel.

This is a hands-on role that requires active problem-solving, discrepancy investigation, and ownership rather than simple transaction processing. Your initial focus will involve bringing all accounts fully up to date and absorbing knowledge from the departing Business Manager to seamlessly assume independent management of our day-to-day financial functions.

Responsibilities

• Bookkeeping & Accounts
  • Manage daily bookkeeping, bank reconciliations, and financial records across four separate entities and Xero accounts.
  • Review draft invoices, apply correct coding and tracking categories, and move items to approved status.
  • Oversee Accounts Payable (AP) and Accounts Receivable (AR), actively monitoring overdue invoices and customer payments.
  • Prepare New Zealand Goods and Services Tax (GST) returns for executive review and approval.
  • Potentially process payroll via Crystal Payroll as operational needs evolve.
• Job Costing & Commercial Support
  • Track and reconcile job costs across Xero, ServiceM8, and custom Excel schedules.
  • Extract and cross-reference operational data from ServiceM8 where automated syncs are unavailable.
  • Record customer receipts directly within ServiceM8 and audit contractor rates against invoiced amounts.
  • Verify supplier pricing to identify, flag, and resolve cost discrepancies.
  • Ensure all revenues and expenses are accurately allocated to the correct business entity, job, and tracking category.
• Reporting & Business Administration
  • Produce clear weekly and monthly management reports, updating underlying schedules and tracking models.
  • Provide leadership with visibility into cash flow, payables, receivables, and real-time job costs.
  • Maintain clean electronic records, database filings, supplier/contractor administrative files, and job documentation.
  • Follow up on missing invoices, receipts, and supporting documentation across operations.
  • Drive process improvements and handle ad-hoc administrative tasks to support business scalability.

Qualifications

• Proven advanced proficiency in Xero and Microsoft Excel is mandatory.
• Comprehensive understanding of AP/AR workflows, bank reconciliations, and New Zealand GST requirements.
• Demonstrated ability to manage multi-company accounts, cross-system reconciliations, and competing priorities simultaneously.
• Strong experience in job-costing fundamentals and preparing structured management reports.

Preferred

• Hands-on experience with ServiceM8 (or similar job management platforms) and Crystal Payroll (or equivalent NZ payroll systems).
• Background supporting businesses in construction, roofing, scaffolding, trades, or job-based operational models.
• Prior experience directly supporting New Zealand-based businesses.

What You’ll Bring

• Exceptional attention to detail with the drive to investigate discrepancies and ask clarifying questions when data appears inconsistent.
• A self-starter attitude with the ability to work independently, manage high-volume back-office operations, and hit deadlines without hand-holding.
• High capacity for multi-tasking, prioritizing workload across four business lines, and maintaining meticulous documentation.