Schedule: Flexible during client business hours

Total Weekly Hours: 40 Hours
Client Timezone: Melbourne

 

This is an opportunity to join a respected Australian NDIS (National Disability Insurance Scheme) provider as an Operations & Finance Specialist, supporting finance and operational processes.

In this role, you will manage key financial and operational systems to ensure accurate invoicing, revenue tracking, compliance, and process documentation. This position is suited for professionals with strong administrative, finance, and system skills. Your contributions will support the organization’s stability and the delivery of essential disability services.

 

Responsibilities

1. Financial Administration & Accounts Receivable

• Manage the full Accounts Receivable process in Xero (creating invoices, tracking payments, reconciling accounts).
• Review unpaid invoices regularly and follow up on overdue payments.
• Apply credits or small adjustments according to company guidelines.
• Prepare clear, easy-to-understand summaries of receivables for management.
• Support accurate and timely monthly invoicing.

 

2. NDIS Revenue & Plan Tracking

• Monitor approved NDIS funding against services delivered and billed.
• Track how much of each client’s plan has been used and flag risks of under-utilisation 2–3 months in advance.
• Follow up on missing documentation to prevent revenue loss.

 

3. Operations & Systems Support

• Act as an administrator for key systems (Xero, internal trackers, practice management software).
• Maintain dashboards, registers, and spreadsheets.
• Carry out administrative tasks based on management decisions and ensure all tasks are completed and properly documented.
• Support consistent use of processes and documentation across the business.

 

4. Compliance & Quality Support

• Maintain and update compliance registers (incidents, complaints, staff training).
• Track review dates and outstanding actions to ensure audit readiness.
• Escalate compliance risks quickly when identified.

 

5. Stakeholder Communication & Administrative Support

• Manage and triage the executive inbox using approved templates.
• Prepare and send capacity updates to stakeholders.
• Maintain accurate stakeholder contact lists.
• Support administration of partner programs.

 

What This Role Does NOT Include

• Sales, marketing, or business development.
• Direct client service delivery or clinical decision-making.
• Staff management or external company representation.
• Designing new systems or setting company strategy independently.

 

Who You Are

Essential Requirements

• Bachelor’s degree in Business Administration, Accounting, Finance, Industrial Engineering, or a related field.
• At least 2 years of experience in operations administration, finance support, or accounts receivable.
• Hands-on experience using Xero (required).
• Strong written English and professional communication skills.
• High attention to detail and ability to meet deadlines consistently.
• Advanced skills in Excel or Google Sheets and confidence using business software.

 

Preferred (Highly Regarded)

• Experience in healthcare, disability services, insurance, or other regulated industries.
• Familiarity with NDIS frameworks or complex billing systems.
• Experience supporting founders or senior executives.
• Demonstrated ability to independently complete complex task lists.

 

Key Personal Attributes

• Detail-Oriented: Works carefully and accurately.
• Proactive Communicator: Raises issues or risks early.
• Reliable & Methodical: Stays consistent and organised under pressure.
• Outcome-Focused: Completes tasks that lead to clear business results (accurate accounts, timely billing, compliance readiness).

 

Performance Expectations (First 90 Days)

• Clean and well-managed aged receivables ledger with no stalled invoices.
• Clear monitoring system for NDIS plan utilisation risks.
• All compliance registers updated and audit-ready.
• Demonstrated ability to execute management decisions through to completion.
• Reduced need for executive involvement in day-to-day financial and operational administration.
  
  

Independent Contractor Perks

• Health insurance (available in eligible locations)
• Permanent work-from-home setup
• Immediate hiring