About the Role

We are seeking a detail-oriented and highly organized Bookkeeper & Administrative Support Specialist to manage day-to-day financial administration and operational support. This role plays a critical part in ensuring accurate financial tracking, timely invoicing, organized documentation, and streamlined internal systems.

The ideal candidate is proactive, process-driven, and confident handling bookkeeping responsibilities while supporting business operations and client communications.

Schedule:

• Monday to Friday, 9:00 am - 6:00 pm Sydney (40 hours per week)

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Key Responsibilities

1. Bookkeeping & Financial Administration

Accounts Payable & Receivable

• Process and organize all supplier invoices within 48 hours of receipt
• Manage accounts payable and ensure timely payments
• Generate and send client invoices
• Monitor accounts receivable and follow up on outstanding payments

Job Costing & Profitability Tracking

• Track job expenses, variations, and project costs
• Convert time tracking logs and work diaries into billable items
• Maintain accurate job profitability reports
• Ensure 100% capture and documentation of all variations and change approvals

Financial Reporting

• Prepare weekly job profitability reports
• Maintain up-to-date financial records
• Assist with monthly financial summaries and reconciliations

2. Administrative Support & Documentation

Client & Quote Administration

• Convert site visit notes and video walkthroughs into structured quote documentation
• Assist in preparing comprehensive quotes for review
• Maintain organized records of client communications and approvals
• Ensure formal documentation of all variations and approvals

Communication Management

• Manage shared inbox and ensure timely responses
• Track and follow up on client inquiries and active jobs
• Ensure zero missed communications or follow-ups

3. Systems & Process Improvement

Systems Implementation

• Set up and manage professional email organization systems
• Maintain structured calendar and scheduling system
• Track trades, appointments, and key project deadlines

Process Documentation

• Develop and maintain Standard Operating Procedures (SOPs)
• Document workflows for quoting, invoicing, job tracking, and reporting
• Support transition from Excel-based systems to new software platforms

Qualifications

• Proven experience in bookkeeping and administrative support
• Strong knowledge of accounts payable/receivable processes
• Experience with job costing and profitability tracking
• Proficiency in Excel and accounting software (e.g., Xero, QuickBooks, or similar)
• Strong organizational and documentation skills
• High attention to detail and accuracy
• Excellent written communication skills

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.