Finance & Accounts Administrator

Job Description

ABOUT MINDFLIGHT7 Mindflight7 is Asia-Pacific’s largest and fastest-growing immersive Extended Reality (XR) education company, operating across Australia, Singapore, New Zealand, Malaysia, Papua New Guinea, and East Africa. Having empowered over 150,000 learners across 1,500+ institutions, we deliver comprehensive, curriculum-aligned ecosystems that bridge the gap between traditional classroom learning and tomorrow’s skills-based workforce. Our core services include fully facilitated VR Incursions, turnkey XR Labs, and AI-powered SmartHub subscriptions. Operating independent of school Wi-Fi, we act as true capacity partners for educators. As a mission-driven enterprise, we champion "Equity of Access," ensuring every student - regardless of their location or neurodiversity - gains the innovative technological fluency required to shape their own future. Position Purpose The Finance & Accounts Administrator is responsible for supporting the day-to-day finance and accounts operations across the Australian and Singapore entities. This is a hands-on role supporting the CFO with bookkeeping, accounts administration, invoicing, quotes, payroll, reconciliations, financial reporting and general finance administration. The role will be approximately 70% focused on Australia and 30% on Singapore , with responsibility for maintaining accurate and up-to-date financial records and supporting the regular finance requirements of both countries. The Finance & Accounts Administrator works closely with the CFO and relevant internal and external stakeholders to ensure finance processes are completed accurately, efficiently and within required deadlines. The role also supports the ongoing organisation and improvement of finance systems, processes and reporting as the business continues to grow Key Responsibilities 1. Bookkeeping & Accounts Administration Responsible for maintaining accurate and up-to-date financial records across the Australian and Singapore entities. Responsibilities include: Maintain accurate financial records across Australia and Singapore entities. Process invoices, receipts, payments and other financial transactions. Manage accounts payable and accounts receivable. Perform bank and credit card reconciliations. Assist with month-end close and journal entries. Maintain organised financial records and supporting documentation. Follow up outstanding invoices and payments where required. Ensure finance tasks are completed accurately and within required deadlines. Identify discrepancies or unusual transactions and raise them with the CFO. 2. Invoicing & Quotes Manage the preparation and administration of invoices and quotes across both Australia and Singapore. Responsibilities include: Prepare and issue client invoices for both Australia and Singapore. Prepare quotes for clients across both countries. Ensure invoices and quotes contain accurate client, service, pricing and payment information. Maintain accurate records of invoices and quotes issued. Monitor outstanding invoices and support payment follow-ups where required. Coordinate with relevant team members to confirm billing information before invoices are issued. Assist with resolving invoicing or payment discrepancies. Ensure invoicing and quoting processes are completed in a timely manner. 3. Financial Reporting & Management Support Support the CFO with regular financial reporting, analysis and financial administration. Responsibilities include: Assist with preparation of monthly management accounts, including P&L, Balance Sheet and Cash Flow. Support budget vs actual analysis and financial reporting. Assist with preparation of management and board reporting packs. Maintain accurate financial information for reporting purposes. Assist with gathering and organising financial information required by the CFO. Identify discrepancies or unusual movements and raise them with the CFO. Support the CFO with financial information required for business planning and decision-making. Maintain organised supporting documentation for financial reports. 4. Payroll Administration Support the administration and processing of payroll requirements. Responsibilities include: Process payroll and maintain accurate employee records. Manage superannuation reporting and payments for Australia. Assist with Single Touch Payroll (STP) reporting. Maintain payroll reconciliations. Ensure payroll-related records and supporting documentation are maintained accurately. Identify and raise payroll discrepancies or issues with the CFO. Assist with other payroll administration requirements as needed. 5. Tax, GST & Compliance Support the CFO with finance-related tax, GST and compliance requirements across Australia and Singapore. Responsibilities include: Assist with BAS preparation and GST reconciliation for Australia. Support Singapore GST and tax-related administration where required. Support compliance with ATO and Singapore tax reporting requirements. Maintain documentation required for tax, audit and regulatory reporting. Keep financial records and supporting documentation organised and accessible. Assist with providing information and documentation to external accountants or advisors where required. Follow established finance processes and compliance requirements across both entities. 6. Finance Systems & Process Improvement Maintain finance systems and support improvements to finance processes and workflows. Responsibilities include: Maintain financial records in Xero and other finance systems. Ensure financial transactions and supporting documents are entered and filed correctly. Maintain organised financial documentation and working papers. Support improvements to finance processes and reporting workflows. Identify opportunities to improve accuracy, efficiency and organisation within finance processes. Support consistent finance processes across the Australian and Singapore operations. Assist with the implementation of improvements to finance systems and processes as required. 7. General Finance & Business Support Provide general finance and accounts support to the CFO and leadership team as required. Responsibilities include: Assist with finance-related administrative tasks and projects. Provide financial information and documentation when requested. Support the CFO with ad hoc finance and accounts tasks. Maintain confidentiality when handling financial and employee information. Communicate clearly regarding finance tasks, deadlines and outstanding items. Work collaboratively with internal team members and external finance providers. Assist with other reasonable finance and administration responsibilities as required. Accountability Outcome The Finance & Accounts Administrator ensures that day-to-day finance and accounts activities across Australia and Singapore are completed accurately, efficiently and within required deadlines, with financial records, invoices, quotes, payments, reconciliations and reporting kept organised and up to date. The role provides the CFO with reliable finance administration and accurate financial information to support effective business management and decision-making. Skills & Experience The Finance & Accounts Administrator requires strong attention to detail, financial administration capability and confidence working independently across multiple finance processes. Ideally, the role will bring experience in: Bookkeeping and general finance administration. Accounts payable and accounts receivable. Preparing and managing invoices and quotes. Bank and credit card reconciliations. Payroll processing and administration. Australian accounting and tax requirements. BAS preparation and GST reconciliation. Xero or similar cloud accounting systems. Working with financial records across multiple entities or jurisdictions. Supporting financial reporting and management accounts. Working independently in a remote environment. Experience with Singapore accounting or tax requirements is advantageous. Personal Attributes The successful Finance & Accounts Administrator will be: Highly organised and detail-oriented. Accurate and consistent when handling financial information. Proactive and able to manage tasks independently. Reliable and able to meet deadlines. Comfortable managing multiple finance tasks and priorities. Clear and professional in communication. Comfortable working remotely and collaborating with international teams. Confidential and trustworthy when handling financial and employee information. Practical and solutions-focused when dealing with finance issues. Willing to learn and improve finance processes as the organisation grows. Accountable for completing tasks accurately and following through on outstanding matters. Additional Requirements Ability to work with teams across Australia and Singapore time zones. Ability to work independently in a remote environment. Strong attention to confidentiality when handling financial information. Minimum two (2) professional references required. Working Hours & Remuneration Working Hours: Full time.Working hours will align with business needs across Australia and Singapore. The role will be approximately 70% focused on Australia and 30% on Singapore. Flexibility may be required during month-end closing, payroll processing periods and reporting deadlines. Start Date: Immediate (flexible for the right candidate) Remuneration: PHP 52,500/month (PHP 35,000 base + PHP 17,500 performance-based) Performance and Coaching Mindflight7 provides regular informal coaching, clear guidance, and ongoing support to help you succeed and grow in the role. Job Type: Full-time Pay: Php35,000.00 - Php52,000.00 per month Benefits Company events Flexible schedule Flextime Opportunities for promotion Pay raise Work from home Application Question(s): How many years of experience do you have using Xero or similar cloud accounting software? How many years of experience do you have processing payroll? Do you have experience with Singapore accounting or tax requirements, preparing or filing Singapore GST returns? Do you have experience with Australian accounting and tax requirements? Education: Bachelor's (Required) Experience: accounting or bookkeeping: 5 years (Required) Language: English (Required) License/Certification: CPA qualification or accounting certification (Required) Work Location: Remote