Bookkeeper with Vista Experience

Role Overview: The successful candidate will be responsible for providing bookkeeping, payroll, accounts administration, compliance, reporting and project administration support across multiple entities.

Key Responsibilities:

Accounts Payable

• Process supplier invoices and credit notes.
• Match invoices to purchase orders, delivery dockets and supporting documentation.
• Code invoices to the correct projects and cost centres.
• Prepare creditor payment runs for approval.
• Manage supplier accounts and resolve queries.
• Reconcile supplier statements and creditor balances.
• Maintain subcontractor documentation and compliance records.

Accounts Receivable

• Raise customer invoices, progress claims will be by Project Manager.
• Assist with preparation of supporting documentation for claims.
• Monitor outstanding debtors.
• Follow up overdue accounts.
• Reconcile debtor balances.
• Manage customer account enquiries.

Payroll Administration

• Process weekly payroll.
• Maintain employee records.
• Process leave requests and adjustments.
• Prepare and lodge STP submissions.
• Superannuation processing and reporting.
• Maintain payroll compliance records.

Bank and General Ledger Reconciliations

• Daily and weekly bank reconciliations.
• Credit card reconciliations.
• GST control account reconciliations.
• Loan and finance account reconciliations.
• Balance sheet reconciliations.
• Journal processing and month-end adjustments.

BAS and Compliance

• Assist with preparation of BAS and IAS returns.
• Prepare supporting workpapers.
• Maintain ATO compliance records.
• Process Fuel Tax Credit calculations and claims.
• Assist with TPAR preparation and lodgement.
• Complete payroll year-end reconciliations.
• Assist with audit requests and compliance reporting.

Financial Reporting

• Prepare monthly management reports.
• Prepare job cost reports.
• Assist with cash flow forecasting.
• Assist with budgeting and profit & loss forecasting.
• Monitor project costs against budgets.
• Prepare ad hoc financial reports for management.

Construction Administration Support

• Review and code supplier invoices against specific projects.
• Assist with project cost tracking and reporting.
• Reconcile plant hire and equipment charges.
• Reconcile internal plant and equipment hire between entities.
• Assist with subcontractor payment processing.
• Track retention amounts and security requirements.
• Maintain project registers and cost allocation records.
• Assist with preparing supporting documentation for variation claims and payment claims.

Subcontractor & Compliance Administration

• Maintain subcontractor onboarding records.
• Track and monitor:
• Insurances
• Licences
• SWMS
• Trade qualifications
• Plant registrations
• White Cards
• Compliance documentation
• Notify management of upcoming expiries.
• Maintain contractor compliance registers.

Plant & Asset Administration

• Maintain plant and equipment registers.
• Monitor equipment costs and allocations.
• Process internal hire charges.
• Reconcile plant utilisation records.
• Assist with tracking minor plant and equipment assets.

General Administration

• Maintain accounting software records.
• Data entry and document management.
• Maintain filing systems and digital records.
• Assist with process improvement and reporting automation.
• Other administrative and bookkeeping duties as required.

Essential Software Experience

Responsibilities within Vista by Viewpoint may include:

• Accounts payable processing.
• Accounts receivable and invoicing.
• Job and cost code allocations.
• Project cost reporting.
• Payroll processing and payroll allocations.
• Supplier and subcontractor management.
• General ledger processing.
• Month-end reconciliations.
• Work order and project administration support.
• Financial reporting and data extraction.
• Maintaining data accuracy across projects and cost centres.

Candidates without previous Vista by Viewpoint experience will not be considered.

Requirements

Required Skills and Qualifications:

We are specifically seeking a candidate who has:

• Previous experience supporting Australian construction, civil construction, engineering or contracting businesses.
• Strong knowledge of Australian payroll, GST, BAS and compliance requirements.
• Advanced bookkeeping and accounts administration experience.
• A very good understanding of Vista by Viewpoint.
• Strong Microsoft Excel skills.
• Excellent written and verbal English communication.
• High attention to detail and the ability to work autonomously.

The successful candidate will become an integral member of our finance and administration team and will ultimately take ownership of a significant portion of the bookkeeping, payroll, accounts administration, project costing support and compliance functions across multiple entities.

Software Experience Required

Candidates should have experience in:

• Candidates must have a very good understanding of Vista by Viewpoint (Trimble Viewpoint) and be capable of working independently within the system.
• Vista and QuickBooks accounting platforms.
• Microsoft Excel (Intermediate to Advanced).
• Microsoft Outlook, Teams and SharePoint.
• Experience with construction accounting systems is highly desirable.
• Experience with Australian payroll and GST requirements is essential.

Transition Period

The successful candidate will initially work alongside our current Bookkeeper during a structured transition and handover period.

During this period they will:

• Receive training on internal systems, processes and workflows.
• Work directly with our existing Bookkeeper to learn entity structures, reporting requirements and project administration procedures.
• Become familiar with construction accounting practices, job costing structure and project reporting requirements.
• Gradually assume responsibility for day-to-day bookkeeping and finance administration functions.
• Develop a detailed understanding of internal processes before taking ownership of recurring tasks.

The objective is to achieve a seamless transition while maintaining continuity of service and accuracy across all accounting and administration functions.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)