About the Role:

Our client is seeking a highly organised, detail-oriented, and proactive Accounts & Admin Coordinator (Xero) to support the daily administrative, financial, and project coordination functions of an established boutique project delivery and consulting firm based in Sydney, Australia.

Working directly with the Director, you will play an important role in keeping the business's administrative and financial operations running smoothly. Your responsibilities will include basic bookkeeping, invoice preparation and follow-ups, project setup and coordination, CRM maintenance, and general administrative support.

This position offers the opportunity to take ownership of a variety of administrative and accounting tasks while working independently within established processes and procedures. You will also assist with maintaining project records, coordinating key milestones, and supporting the company's professional brand presence.

The ideal candidate has hands-on experience using Xero, a solid administrative background, excellent attention to detail, and the ability to manage multiple responsibilities with minimal supervision. Previous experience in architecture, engineering, construction, or property development will be highly regarded.

About the Client:

Our client is an established boutique project delivery and consulting firm based in Sydney, Australia. The business works across high-value projects and places strong emphasis on precision, structured workflows, proactive communication, and quality service delivery.

With a hands-on and collaborative working environment, the firm values individuals who demonstrate accountability, initiative, and the ability to maintain high standards across administrative, financial, and project-related processes.

Schedule:

• Monday to Friday, 9:30 am to 6:00 pm (Australian Eastern Time), with a 1-hour unpaid break (37.5 hours per week)

Key Responsibilities

1. Administrative & Executive Support

• Provide comprehensive daily administrative and operational support directly to the Director.
• Manage administrative tasks, correspondence, documentation, and general business coordination.
• Maintain organised digital files, records, and business documentation.
• Monitor assigned tasks and deadlines, ensuring activities are completed within agreed timeframes.
• Maintain clear, concise, and responsive communication with the Director regarding task progress, priorities, and outstanding requirements.
• Proactively identify administrative needs and follow up on pending items.

2. Basic Bookkeeping & Accounting Support

• Process and prepare invoices using Xero, ensuring accuracy and proper documentation.
• Prepare and issue project kick-off invoices following formal fee acceptance.
• Manage accounts receivable by monitoring outstanding invoices and proactively following up on overdue payments.
• Prepare and issue quotes and update payment statuses accordingly.
• Maintain accurate financial records and supporting documentation.
• Assist with basic bookkeeping and routine accounting administration.
• Ensure financial information is properly recorded, organised, and maintained in accordance with established procedures.

3. Project Administration & Coordination

• Coordinate initial project setup and administration, ensuring all relevant information is accurately recorded.
• Create, assign, and track project milestones, tasks, and deadlines using Asana.
• Maintain project records and monitor progress against established timelines.
• Prepare professional fee proposals and process and file formal fee acceptances.
• Assist with gathering and organising project information required for initial setup and administration.
• Read and interpret basic architectural and engineering drawings to extract relevant project details and assist with preliminary project scope and administrative requirements.
• Follow up on outstanding project information and coordinate with relevant stakeholders when required.

4. CRM & Database Management

• Maintain accurate and up-to-date client and project records within HubSpot CRM and Asana.
• Perform regular data entry, record updates, and database maintenance.
• Ensure information is organised, consistent, and easily accessible.
• Monitor records for missing or outdated information and follow up where necessary.
• Maintain structured workflows to support efficient project and client administration.

5. Marketing & LinkedIn Support

• Source relevant articles, industry updates, and professional content for the company's LinkedIn presence.
• Assist with formatting and scheduling articles and talent-related content.
• Help maintain a consistent and professional brand presence across LinkedIn.
• Support basic content coordination and administrative tasks related to business visibility.

6. Communication & Operational Coordination

• Maintain regular communication with the Director regarding task updates, priorities, and deadlines.
• Provide timely updates on invoice follow-ups, project milestones, and administrative activities.
• Coordinate outstanding requirements and ensure important information is communicated clearly.
• Manage competing priorities while maintaining accuracy and responsiveness.
• Follow established business procedures and compliance requirements.

Essential Requirements:

• Previous experience in an administrative, accounting support, or office coordination role.
• Hands-on experience using Xero for invoice processing and basic bookkeeping is essential.
• Understanding of accounts receivable, invoice preparation, payment tracking, and financial record maintenance.
• Strong administrative and organisational skills, with excellent attention to detail.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Excellent written and verbal English communication skills.
• Ability to manage multiple tasks, follow structured processes, and meet deadlines.
• Comfortable working independently and communicating directly with senior management.
• Strong data entry skills and the ability to maintain accurate digital records.
• Reliable internet connection and a suitable remote-work setup.

Preferred Qualifications & Experience:

• Previous administrative or accounting experience within the architecture, engineering, construction (AEC), or property development industries.
• Familiarity with Asana or other project management platforms.
• Hands-on experience using HubSpot CRM or similar customer relationship management systems.
• Ability to read and interpret basic architectural and engineering drawings.
• Experience preparing professional fee proposals, project invoices, and client documentation.
• Familiarity with LinkedIn for business sourcing and professional content coordination.
• Mandarin-speaking or bilingual proficiency would be highly regarded to support communication with diverse clients and business partners.

Software & Tools:

• Xero: Invoicing, basic bookkeeping, accounts receivable, and payment tracking.
• Asana: Project setup, task assignments, milestone tracking, and workflow coordination.
• HubSpot CRM: Client database maintenance and record management.
• Microsoft Office: Word, Excel, and Outlook.
• LinkedIn: Industry research, content sourcing, and scheduling support.

Ideal Candidate Profile:

The ideal candidate is dependable, meticulous, and proactive, with a strong sense of ownership over administrative and accounting responsibilities. They are comfortable handling financial documentation, maintaining organised project records, and supporting daily business operations.

They should be able to work independently, anticipate administrative requirements, and communicate effectively with the Director without needing constant supervision. A candidate who is resourceful, adaptable, and confident in learning new systems will thrive in this role.

Success in This Role:

Success will be measured by the ability to maintain accurate financial and administrative records, process invoices and follow up on outstanding payments efficiently, ensure projects are properly set up and tracked, and provide reliable day-to-day support to the Director.

The successful candidate will demonstrate initiative, consistency, and attention to detail while helping maintain efficient financial, administrative, and project workflows across the business.

Independent Contractor Perks

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

Note:

Please click the Apply Now button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.