Accounts & Operations Administrator / Bookkeeper (Independent Contractor)

The role involves managing day-to-day financial administration and operational back-end support for a civil construction and earthworks contractor. The objective is to ensure accuracy, timeliness, and organization of financial records, payroll, invoicing, reconciliations, cash-flow reporting, and general administration.

Key Responsibilities:

Accounts & Finance

• Upload and code supplier bills in Xero.
• Complete bank and account reconciliations.
• Prepare customer invoices with supporting spreadsheets, operator dockets, and relevant documentation.
• Manage accounts payable and receivable administration.
• Handle customer account enquiries, discrepancies, and credits.
• Monitor outstanding accounts and assist with payment follow-up.
• Maintain and update cash-flow forecasts.
• Complete end-of-month financial and trucking/docket reporting.
• Maintain accurate customer, supplier, and job financial records.
• Prepare, submit IAS, BAS, and Super to the ATO through Xero.
• Budgeting.

Payroll & Employee Administration

• Prepare and process weekly payroll.
• Review timesheets and supporting records before processing.
• Set up new employees across required systems.
• Maintain employee records, leave information, licenses, and onboarding documentation.

Operations & Administration

• Manage and action business emails.
• Maintain daily operational spreadsheets and records.
• Review incoming operator/driver dockets for accuracy and completeness.
• Assist with daily employee, truck, and machinery allocations.
• Prepare and issue quotes.
• Follow up on outstanding quotes and customer enquiries.
• Coordinate site visits and appointments.
• Maintain organized electronic filing and document control.
• Provide general administrative support and overflow as required.

Compliance & Project Support

• Assist in preparation of SWMS.
• Assist with quality assurance and ISO documentation.
• Maintain required project, fleet, and compliance records.
• Identify and follow up on missing documentation, purchase orders, or information.