Operations & Finance Specialist (C&C)

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