[Hiring] Shared Services Officer @Virtual Staff 365

Role Description

They are now seeking to hire a Shared Services Officer to deliver efficient finance, operational, payroll, and compliance administration support across national workflows. This role plays a key part in maintaining accurate records, supporting operational teams, and driving service excellence across Australian sites.

Job Responsibilities

• Financial Administration Support
  • Process supplier invoices and complete general ledger coding following approved work instructions
  • Assist with accounts receivable tasks, recurring billing, and credit request preparation
  • Verify invoices against supporting documentation and escalate discrepancies promptly
  • Prepare monthly operational and financial reporting packages
  • Maintain accurate customer and supplier records while monitoring shared finance inboxes
  • Raise purchase orders and escalate missing approvals or non-standard transactions
• Operational Administration Support
  • Complete accurate operational data entry using CargoWise and related systems
  • Process periodic billing tasks, transport administration requests, and operational reports
  • Maintain operational registers, vehicle and plant records, and customer paperwork
  • Assist with stocktake administration, pallet reconciliations, and document control
• Payroll & Workforce Administration Support
  • Process employee timesheets and support roster administration tasks
  • Assist with payroll data preparation and maintain workforce records
  • Collate workforce and labour reporting while escalating payroll discrepancies
• WHS & Compliance Administration Support
  • Upload workplace health and safety records, hazards, inspections, and meeting minutes into DoneSafe
  • Maintain compliance registers for contractor management, training, and licensing
  • Monitor compliance schedules, manage equipment registration records, and assist with audit preparation
  • Provide professional administrative support and respond to internal queries within agreed SLA timeframes

Qualifications

• Demonstrated experience in administration, shared services, or transactional financial support
• Strong working knowledge of Microsoft Office programs, particularly Microsoft Excel
• High attention to detail with proven accuracy in data entry and checking
• Excellent written and verbal communication skills in Australian English
• Strong organisation and time management skills with an ability to meet strict deadlines
• Ability to follow work instructions, procedures, and structured workflows

Requirements

• Background in the supply chain, transport, or logistics sector
• Experience working with industry systems such as CargoWise, DoneSafe, Elmo, Evolve, or SharePoint
• Previous experience in Accounts Payable, invoicing, or payroll support
• Prior experience working within a fast-paced KPI and SLA-driven environment

Benefits

• Permanent work-from-home set-up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-time job
• HMO (STAFF only)
• Annual leave
• 13-month pay
• With Government mandated benefits