Executive Assistant & Bookkeeping Coordinator (Philippines-based, Independent Contractor)

About the Role

We are seeking an experienced Executive Assistant & Bookkeeping Coordinator to manage day-to-day finance and back-office administration for a residential and commercial trade services provider specializing in electrical installations, maintenance, repairs, refrigeration, and plumbing. This role involves a structured handover and training period before taking full ownership of bookkeeping, payroll, accounts, and operational administration in Xero and ServiceTitan.

The role extends beyond traditional bookkeeping, offering opportunities to support operational administration and grow with the business.

Key Responsibilities

Finance, Bookkeeping & Accounts:

• Manage day-to-day bookkeeping and maintain accurate financial records in Xero.
• Process supplier bills and manage accounts payable.
• Complete bank and credit card reconciliations.
• Manage accounts receivable, including customer invoicing and following up on outstanding accounts.
• Reconcile supplier statements and investigate missing invoices, credits, and discrepancies.
• Prepare supplier payment runs for management approval.
• Maintain the chart of accounts and ensure transactions are coded correctly, including appropriate GST treatment.
• Process employee expense reimbursements, including entering receipts as bills, coordinating payment approval, and issuing remittances.
• Maintain supporting financial documentation and records.
• Assist with month-end and financial reporting as required.

Payroll & Employee Administration:

• Process weekly payroll from employee timesheets.
• Review timesheets for completeness and follow up on missing or unclear information.
• Process overtime, allowances, bonuses, commissions, leave, and other payroll adjustments.
• Respond to employee payroll and payslip queries.
• Complete Single Touch Payroll (STP) reporting.
• Process superannuation.
• Complete LeavePlus reporting and administration.
• Maintain employee payroll records, pay rates, leave balances, and payroll settings in Xero.
• Assist with employee onboarding and termination payroll administration.
• Have a sound understanding of the Electrical, Electronic and Communications Contracting Award [MA000025] and be able to interpret and apply relevant rates, overtime, allowances, and other provisions.

ServiceTitan:

• Maintain accurate accounting and operational information within ServiceTitan.
• Complete/review ServiceTitan accounting reports and journals and reconcile information to Xero.
• Maintain the ServiceTitan price book, including services, materials, warranties, pricing, and images.
• Liaise with technicians and management regarding incomplete or incorrect job information.
• Assist with maintaining the integrity of the ServiceTitan/Xero accounting workflow.
• Investigate and resolve discrepancies between ServiceTitan and Xero.

Supplier & Operational Administration:

• Liaise with wholesalers and suppliers regarding invoices, credits, statements, and purchase orders.
• Follow up on missing supplier documentation.
• Reconcile supplier statements to Xero.
• Assist with purchase order administration.
• Communicate with field technicians where information is required to complete accounting or administrative tasks.
• Maintain organized electronic records and supporting documentation.
• Provide proactive updates to management regarding completed work, outstanding matters, and anything requiring attention.

Requirements

• Proven experience in bookkeeping or accounting, with strong working knowledge of Xero.
• Recent hands-on experience with Australian accounting practices, including GST, superannuation, payroll, and EOFY processes.
• Strong Microsoft Excel skills.
• Comfortable learning ServiceTitan or similar field service management software (previous experience is an advantage but not essential).
• Excellent written and verbal English communication skills.
• Available to overlap with Australian business hours (Bendigo, Victoria) for regular meetings and collaboration.
• Highly organized, detail-oriented, and trustworthy, with the ability to work independently and manage confidential financial information.

What We're Looking For

We’re looking for someone who is proactive and takes ownership of their responsibilities. This role requires someone who can identify discrepancies, investigate issues, ask questions, communicate clearly, manage recurring tasks independently, and recognize when something needs to be escalated rather than making assumptions.

You'll thrive if you're proactive, eager to take ownership, and excited to grow with a business that's expanding into new service areas.

Future Growth Opportunities

As the business grows, you'll have the opportunity to take on additional responsibilities, including:

• Managing more of the company's finance and administration functions.
• Handling bill payments and other high-trust financial tasks.
• Supporting recruitment by screening and coordinating first-round interviews for future Philippines-based team members.

As the role develops, there may also be opportunities to support aspects of Health & Safety/WHS administration.