Accounts Manager/ Admin Clerk

Qaco is centrally located in Prospect NSW 2148. 

Qaco is a construction and Maintenance company that specialises in responsive maintenance and constructions services. We pride ourselves on quality goods, excellent customer service and being an employer of choice.

About the role:

The Accountant / bookkeeper & Office Administrator will perform a range of general accounting and administrative duties. 

You will maintain complete sets of financial records, keep track of accounts, and verify the accuracy of procedures used for recording financial transactions through the nominated business accounting software as well as undertake associated administrative tasks as required. 

The position typically involves a wide range of duties and responsibilities, from accounts payable and accounts receivable in Xero/Myob

You will assist in incoming and outgoing communications for the business, receiving incoming telephone calls for the organisation, overseeing email correspondence and assist in filing and documenting data.

This role is based in the office in Prospect with onsite car parking.

Bookkeeping:

• Manage Accounts Payable & Payroll e-mail inboxes ensuring employee and supplier queries are responded to in a timely manner.
• Manage debtor invoicing, receipts, and payments into XERO/MYOB
• Perform bank reconciliations as directed on specific timelines and manage general banking duties.
• Process payroll on a weekly basis including gathering, entering, scanning and filing plant and labour dockets, notifying relevant Manager of errors or discrepancies and submitting replacement dockets if and when required.
• Process employee expenses on a weekly basis
• Liaise with relevant Managers to prepare work orders as required
• Follow-up outstanding creditors, maintain records and provide reports to Trade credit insurer monthly and to Management as required
• Prepare monthly/quarterly BAS /IAS statements and ensure financial records are accurate and timely for audits.
• Lodge and process monthly Payroll Tax calculations.
• Assist in preparation of quotes/tenders where required.
• Assist with preparation of budgets and ensure discrepancies are reported immediately.
• Assist with office projects and ad hoc financial analysis.
• Aid with development and implementation of policies and procedures
• Ensure all reporting is accurate and completed to specific timeframes.

Administration:

• Manage office phone line and direct calls/take messages as required and collect, action and file incoming mail.
• Onboarding new employees and sub-contractors including preparing forms, issuing engagement letters through HR and collecting employee/sub-contractor information.
• Actioning operational requests in a timely manner. 
• Work with the Maintenance Co-Ordinator to ensure all asset documentation is kept up to date
• Initiate onboarding for projects including uploading of required documentation to relevant project.
• Manage and co-ordinate (where required) renewal of employee certification and licenses.
• Liaise with insurance providers concerning renewals and claims.
• Writing admin and bookkeeping procedures to ensure quality.
• Ensuring all services are provided in a timely manner in line with current business service level agreements. 
• Developing and maintaining quality relationships and call  centres of influence
• Maintaining the required personal education and professional development standards 
• Scheduling invoices and receivables on a weekly basis as directed 
• Maintain a safe workplace and ensure Workplace Health & Safety policies and procedures adherence.
• Managing day-to-day operations of running the business including managing site workers and Admin team.
• Preparing run sheets for tradesmen for both Assett & Ventia work ensuring proper allocation of resources.
• Explaining technical information to clients or customers when the need arises.
• Dealing with tradesmen and advising them of work to be carried out on-site and solving any problems that may arise.
• Receiving and updating information received by Tradesmen.
• Preparing roof reports and quotations to be submitted to the clients.
• Managing Company accounts & Payments.
• Preparation and lodgement of activity statements, liaising with the accountant and getting the company financials prepared.
• Reconciliation of Bank and company accounts. 
• Reconciliation of Client remittances.
• Tagging & testing, Safety Equipment testing and record-keeping. Conducting toolbox talks with workers and admin staff.

About you:

You will bring with you a good degree of competency across all phases of Bookkeeping and office Admin.

You will be IT savvy as the client uses Xero / Myob to maximise efficiency. 

Based on your past experiences you will have a demonstrated ability to prioritise work effectively and meet deadlines in a fast-paced environment.

You will have solid Bookkeeping / administration and office management skills, You will possess strong written and verbal communication skills with a can do attitude.

Key requirements:

• Adequate amount of relevant experience in the applicable industry.
• Exceptional organisational skills.
• Advanced user of Xero/Myob.
• Intermediate Microsoft suite experience especially with Excel.
• Possess interest and proven track record in process improvement.
• Strong data entry skills.
• Payables and receivable’s experience.
• Using initiative to ensure quality and efficiency of work.
• Work autonomously and demonstrate a strong ability to deliver to expectations of requirements.
• Have the ability to speak with clients across a variety of industries and backgrounds.
• The ability to build, manage and maintain client, supplier, and employee relationships.
• Excellent communication both written and verbal