Accounts Specialist (ARAP & Xero Operations)

This is a remote position.

• Monday to Friday 8:00 AM5:00 PM NZT (1-hour unpaid break)
  

We are seeking a highly efficient and detail-oriented Accounts Specialist to manage accounts receivable accounts payable reconciliations invoicing and general administrative tasks. This role requires someone who is proactive organized and able to handle a wide range of accounting and operational responsibilities.

The company is currently transitioning from QuickBooks Online to Xero and the successful candidate will assist with immediate migration tasks. As the business grows and evolves the responsibilities of this role may shift. If the specialist completes tasks efficiently and has additional time available further administrative duties will be assigned.

This is an excellent role for someone with strong bookkeeping AR/AP and administrative experience who thrives in a dynamic environment.

• Perform Xero reconciliations accurately and promptly.
  
• Manage Accounts Receivable (Primary) including follow-ups customer communications and collection activities.
  
• Manage Accounts Payable (Primary) including supplier communications queries and daily payment processing.
  
• Reconcile credit cards EFTPOS and paid-on-the-day transactions.
  
• Maintain finance/payables/invoices mailbox and respond accordingly.
  

• Prepare EOM invoicing including Datagate imports and business customer invoice checks.
  
• Process recurring invoices (business and non-business).
  
• Process ad-hoc invoices and residential job invoices.
  
• Prepare statements and handle unapplied cash payments.
  
• Support checks of MSP subscriptions annual license billing and invoice verifications (Backup).
  
• Compare Halo vs. Xero account totals as needed (Backup).
  
• Support statement sending and invoice checks (Backup).
  

• Manage customer suspensions communications and late debtor follow-ups.
  
• Initiate cancellations for non-payment and load accounts into debt collection when required.
  
• Update and monitor debts with EC Credit Control.
  

• Manage EzzyBills processing.
  
• Load payment batches (including from QBO during migration).
  
• Handle supplier queries.
  
• Manage fuel and mobile oncharging.
  
• Perform Vetta reconciliations.
  

• Assist with stock counts and stock take process checks.
  
• Support stock reporting (Backup).
  

• Process staff expense claims and save supporting documentation.
  
• Process leave requests and overtime for payroll.
  
• Assist with payroll handover tasks.
  

• Assist with financial reporting and cashflow tasks.
  
• Process RMAs and documentation for operations and finance.
  
• Support regional offices and technical staff for customer transfers.
  
• Provision ESET and O365 licensing (Backup).
  
• Document processes for finance and operations (Primary).
  
• Process direct debit runs (Backup).
  

• Process ISP and phone connections (Primary).
  
• Process ISP and phone disconnections/cancellations (Primary).
  
• Support management of active ISP/Phone/Wireless connections (Backup).
  
• Process wireless connections and cancellations (Primary).
  
• Check supplier invoice lines for correct coding (Inventory Onsold Asset).
  
• Check supplier invoice lines for invoicing to clients.
  
• Report on any items not invoiced not considered inventory and not assets.
  

• Manage mobile connections and fuel cards.
  
• Assist with general administrative tasks as assigned.
  
• Adapt to evolving responsibilities as the business grows.
  

• Experience in bookkeeping AR/AP or accounts administration.
  
• MUST HAVE A WINDOWS OS COMPUTER
  
• Strong knowledge of accounting software (Xero experience preferred; QuickBooks familiarity helpful during migration).
  
• Excellent attention to detail accuracy and time management.
  
• Strong communication skills for customer and supplier interactions.
  
• Ability to work independently and handle shifting priorities