AgentSync
Overview: We’re looking for a proactive and detail-oriented Accounts & Administrative Assistant to support the day-to-day financial and administrative operations of our landscaping business. The ideal candidate will have strong bookkeeping skills, excellent organisational habits, and the ability to manage multiple systems with accuracy and efficiency. This role is ideal for someone who takes ownership of their work, enjoys maintaining structure in daily financial processes, and communicates effectively with both clients and internal teams. Overall Goal: To ensure all financial and administrative processes are consistent, accurate, and up to date — keeping operations running smoothly and ensuring timely payments across all areas of the business. Compensation 2000 AUD/month Schedule 40hrs/week from Monday to Friday at 7 AM – 4:00 PM AWST Location: Remote Key Responsibilities Accounts Payable Enter, code, and reconcile supplier invoices in Xero. Verify ABNs, insurances, and supplier details to ensure compliance. Prepare weekly payment runs and maintain accurate supplier records. Match purchase orders, verify invoice coding, and reconcile supplier statements. Accounts Receivable Create and send client invoices accurately and on schedule. Reconcile payments received and allocate correctly within Xero. Follow up on overdue accounts professionally while maintaining positive relationships. Maintain up-to-date Accounts Receivable (AR) reports. Bank Reconciliation Perform daily reconciliation of bank accounts, credit cards, and supplier balances. Allocate transactions accurately, flag anomalies, and ensure correct coding to the chart of accounts or job codes in Buildertrend. Administration & Organisation Manage shared inboxes (e.g., accounts@) — filter, respond, and forward emails appropriately. Maintain well-organised digital filing systems on OneDrive or Google Drive. Prepare simple financial reports, update spreadsheets, and support the bookkeeper with month-end tasks. Keep supplier and subcontractor records updated and compliant. Reporting & Compliance Generate weekly and monthly financial reports as required. Maintain insurance and ABN compliance for suppliers and subcontractors. Ensure consistency between Buildertrend job data and Xero records. Requirements Experienced in bookkeeping and administrative support (ideally within a service or construction-based business). Strong understanding of Accounts Payable, Accounts Receivable, and bank reconciliation. Detail-oriented and thorough with excellent data entry accuracy. Able to follow structured processes and meet deadlines consistently. Professional communicator — both written and verbal. Reliable, proactive, and comfortable working independently. Trustworthy when handling confidential financial information. Software & Tools Essential: Xero, Hubdoc or Dext, Microsoft Excel/Google Sheets, Microsoft Outlook, OneDrive/Google Drive Preferred: Buildertrend (or similar job management system), Canva (for document formatting), ChatGPT or AI tools (for report/document preparation), Microsoft Teams, Loom
AgentSync
