Operations & Finance Specialist (C&C)
Operations & Finance Specialist (C&C)
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PHP 54000 - 54000
1 Vacancy
Job Description
This is a remote position.
Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
Overview
- Match all supplier invoices to correct jobs within 24 hours of receipt
- Generate client invoices within 24 hours of job completion using Xero accounting software
- Maintain accurate job costing with proper allocation of materials labor and overhead costs
- Process payments and follow up on overdue accounts (most invoices are due on receipt with 50% deposits)
- Organize and maintain complete job documentation including contracts variations timesheets compliance records permits and licensing
- Schedule jobs in advance considering workload balance travel times and resource availability
- Conduct job audits to ensure all costs variations and allowances are properly recorded
- Respond to all client communications within 4 hours during business hours
- Draft client emails for approval before sending (owner prefers to review most communications)
- Coordinate with architects designers and subcontractors to maintain project timelines
- Provide proactive project updates to clients rather than reactive responses
- Document and standardize all operational procedures into actionable SOPs
- Maintain digital filing systems for easy access to project documentation
- Support estimating coordination with existing subcontracted estimators
- Ensure compliance documentation is maintained for all projects
- Full-time virtual assistant role supporting all operational and financial aspects
- Primary focus on finance/bookkeeping operations (40% of role)
- Operations and compliance management (30% of role)
- Client communications and project coordination (20% of role)
- System documentation and process improvement (10% of role)
- Goal to reduce owner involvement in day-to-day operations by 70%
- Support for 8-12 week implementation timeline with ongoing mentorship
- Potential for role expansion to include dedicated estimator support in future
- Integration with existing subcontracted estimating services initially
- Access to AI and automation tools to enhance productivity
- Regular performance reviews against specific KPIs (zero invoice errors 100% SLA compliance client satisfaction >90%)
- Strong experience with Xero accounting software (essential)
- Construction industry experience preferred particularly with high-end residential/commercial projects
- Excellent written communication skills for client correspondence
- Strong organizational skills and attention to detail for job costing accuracy
- Ability to work independently while following established procedures
- Experience with project management and scheduling
- Understanding of construction terminology permits and compliance requirements
- Proficiency with digital tools and willingness to learn new systems (Trello Komodo screen recording)
- Australian business hours availability (Melbourne time zone)
- Experience with invoice processing and accounts receivable management
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring
Required Skills:
Advanced proficiency in QuickBooks Online HR experience with an AU-based client/company Strong understanding of Australian bookkeeping practices including BAS Excellent communication and documentation skills Detail-oriented self-managed and highly organized Ability to proactively identify and solve problems Previous experience supporting trade businesses is a strong advantage Independent Contractor Perks Permanent remote role with a collaborative team culture Opportunity to make a meaningful impact on business growth and stability Access to backup support and documented processes for smooth operations Be part of a company that values proactive communication and reliability Immediate hiring ZR24527JOB
Employment Type
Full Time
