This is a remote position.

Remote Accounting & Operations Support Coordinator

Location: Remote (Philippines) with daily overlap to Australia (AEST)
Employment Type: Part-time contractor approx. 6 10 hours per week
Reports To: General Manager/Operations Lead

About the venues you ll support

You ll be embedded with a small leadership team that runs two high-performing venues in Darwin: a much-loved all-day brunch icon in a leafy village precinct and a vibrant design-forward caf -bar in the city s industrial hub known for its standout burgers and playful brunch plates. The group is regularly recognised in NT hospitality awards and best caf s lists with wins across breakfast and burger categories and consistent top-tier reviews.

Role Overview
This role is the operational glue that keeps two high-performing caf s running smoothly by taking ownership of the finance admin and day-to-day operational coordination that otherwise drags leadership into late-night catch-up work. You will prepare a fully reconciled ready-to-approve weekly batch payment pack keep invoices flowing cleanly from ReStoke into Xero resolve exceptions with suppliers and maintain tidy financial records so the CEO can stay focused on running service and leading the team. Success in this role directly improves the lifestyle and headspace of three restaurateurs by removing low-value admin tightening quality control and giving them timely information to make better decisions.

Employee Value Proposition (EVP)
Purpose: You will free a hands-on leadership team from administration by delivering a reliable ready-to-sign weekly finance process and by smoothing day-to-day operational coordination. Your work ensures staff and suppliers are paid accurately and on time costs are coded correctly and the caf s have a clean financial backbone that supports great service.
Growth: You will develop mastery across ReStoke Xero and simple KPI reporting while learning how a top hospitality operation works behind the scenes. As you demonstrate initiative you ll take on broader responsibility across payroll onboarding supplier liaison inventory variances and light analytics.
Motivators: You ll own outcomes end-to-end with clear KPIs predictable weekly rhythms and supportive leaders who value calm organised execution. You ll work from home in the Philippines with stable hours and clear documentation plus the satisfaction of seeing your accuracy and follow-through translate into smooth operations on the ground.

Key Responsibilities

1. Weekly Finance Administration
   

   • Deliver reconciled Ready-to-Sign payment packs every Tuesday by 2:00 p.m. AEST.
     

   • Prepare ABA files attach supporting invoices and ensure zero preventable payment errors.
     

2. Invoice Processing & Coding
   

   • Process invoices via ReStoke into Xero with 99% coding accuracy.
     

   • Maintain a single-inbox intake flow and naming conventions for all invoices.
     

3. Supplier Reconciliation & Issue Resolution
   

   • Match supplier statements weekly; resolve discrepancies (surcharges partial deliveries duplicates) within two business days.
     

4. KPI Reporting
   

   • Produce weekly one-page caf KPI snapshots (sales labour % COGS) by Monday 11:00 a.m. AEST.
     

5. Ledger Maintenance
   

   • Keep supplier records tidy eliminate duplicates and maintain audit-ready accounts for quarterly BAS/GST.
     

6. Staffing Administration Support
   

   • Draft contracts collect documentation and set up new hires in Xero payroll with 100% accuracy before first shift.
     

7. AI-Enhanced Process Improvements
   

   • Identify and integrate AI/automation to save time reduce errors and streamline workflows; provide quarterly impact reports.
     

Requirements

Critical Skills & Competencies

• Attention to Detail Accuracy in coding reconciliation and QA checks.
  

• Organisational Skills Structured approach to invoicing payments and task management.
  

• Communication Clear proactive updates to stakeholders; effective supplier liaison.
  

• Technical Proficiency ReStoke Xero Google Workspace/Microsoft Office.
  

• Problem Solving Quick resolution of discrepancies; ability to foresee and prevent issues.
  

• Process Improvement Proactive identification and integration of AI/automation tools.
  
  

SMARTe Objectives (First 90 Days)

1. On-Time Payment Pack Delivery 95% on-time submission rate manager review 10 minutes zero preventable payment errors.
   

2. Coding Accuracy & Invoice Completeness 99% correct GL coding; 10 uncoded/awaiting items at any time.
   

3. Reconciliation Timeliness Keep aged unreconciled items > 14 days at zero; resolve exceptions within two business days.
   

4. KPI Reporting Deliver weekly KPI snapshots on time 95% of weeks reducing ad-hoc data requests by 50%.
   

5. Audit-Readiness 0.5% QA error rate; maintain SOPs that allow process handoff without re-training.
   
   
   

Success Measures

• On-time weekly payment packs delivered with zero preventable errors.
  

• Coding accuracy 99% and reconciliation aged items at zero.
  

• Reduction in leadership s evening admin workload.
  

• SOPs and processes documented and up to date.
  

• Measurable impact from AI/automation integration (hours saved error reduction).