BOOKKEEPER/ FINANCE ADMINISTRATOR

Part-time, 20-25 hours/week 

On-site (Leongatha, VIC based) + Work from Home opportunity*

*Specific days, hours, work from home to be negotiated with successful applicant. 

Please address the selection criteria outlined below and forward it together with your resume and a cover letter by email to ********@leongathakitchens.com.au 

Leongatha Kitchens & Bathrooms
VerdeLife Pty Ltd
Attention: Dan & Carrie Bruce
44 Yarragon Road
LEONGATHA, VIC 3953

Selection Criteria: Please provide information on the following with cover letter and resume:

1. Your proven abilities as it relates to the ‘Prior Experience’ section outlined below.
2. Your preferred part-time hours and days of work.
3. Your interest in on-site or work from home opportunity including your ability to work from home, with a high level of motivation, focus and ability to effectively manage time.

All applications and expressions of interest will be handled confidentially.

POSITION DESCRIPTION                              

Position Title: Accounts Desk - Bookkeeper/Finance Administrator

Reports to: Company Directors which include the Managing Director (Dan Bruce) and Office Manager (Carrie Bruce), as well as the Projects Desk – Operations Administrator (OP Admin)

Hours of Work: Flexible part-time, 20-25 hours/week to be negotiated with successful applicant.
Days of Work: Required Thursday (or Wednesday) to process payroll, during normal business hours. Plus, preferred minimum availability on Monday, Wednesday-or-Thursday, Friday*, during normal business hours, is ideal to process VerdeLife orders.

*Specific days and hours to be negotiated with successful applicant. 

Place of Work: On-site (Leongatha based) + Work from home opportunity* 
Ongoing work from home opportunity* with required weekly online and periodic on-site meetings in Leongatha. 

Initial on-site training in Leongatha for the first ~8-12 weeks is required. Minimum of one (1) on-site workday required per week for the subsequent ~12-24 weeks.

*To be negotiated with successful applicant. Successful applicant must have a suitable home office space.

Remuneration: Remuneration is based on the Clerks-Private Sector Award 2010 (MA000002) and is dependent on qualifications and experience.

Company Overview

For over 40 years, Leongatha Kitchens & Bathrooms (formerly Don Bruce Kitchens) has specialised in creating quality custom-built kitchens, bathrooms, laundries, wardrobes, vanities, commercial joinery and more, throughout the Gippsland and Bass Coast areas. We provide project management - from design to finish - to the new home builder, renovator and the commercial and residential building industry. We pride ourselves on our professional advice, quality of materials, attention to detail, precision workmanship and “good old-fashioned service”. We have won several awards for sustainability, kitchen design and construction, demonstrating our unwavering dedication to business management and quality for our clients and builders. 

In 2015, we launched our sister-company, VerdeLife Outdoor Kitchens, and expanded our scope via the creation of a new innovative specialised joinery product – SustainaPod® – sustainable, pre-assembled, modular cabinetry. Our mission – cabinetry with purpose – embraces our passion beyond just lifestyle cabinetry. Our deepest purpose is as a company devoted to a holistic approach to environmentally sustainable design, manufacture and installation. 

Both companies are based in Leongatha, Victoria where we operate our technologically advanced and fully equipped workshop.

Position Overview

We are seeking a driven, on-point and meticulous professional to support the day-to-day financial operations of both companies, Leongatha Kitchens & Bathrooms and VerdeLife. With established processes and systems, a solid background in bookkeeping and financial administration is essential as the position is responsible for the complex billing of clients, processing of client receipts, debt collection, payment of supplier bills, processing of employee pays, bank reconciliations and generation of monthly/quarterly reports. The position will work closely with both Company Directors and the Projects Desk to support our cloud-based, paperless, project (workflow) management and filing systems, implementing contract and finance administration. 

Prior Experience

Essential

• Proven experience in bookkeeping and financial administration, sufficient to perform specific responsibilities and duties outlined below
• Expert level experience in Reckon Accounts Hosted, formerly QuickBooks, accounting software (or similar)
• Knowledge and experience using Microsoft Outlook email, expert knowledge of Microsoft Excel; SmartSheet® (or similar), creating PDFs; Dropbox file hosting service (or similar); Google Docs/Sheets.

Desirable

• Formal qualifications in bookkeeping, accounting or finance administration are highly regarded
• Experience in utilisation of project (workflow) management systems to automate and track the contract and finance administration pipeline for project (workflow) and customer relationship management
• Knowledge of cabinet making, design and building/construction industry

We are happy to train people with the right attitude and aptitude.

Knowledge, Skills and Abilities

Communication

• Excellent communication and interpersonal skills, demonstrating tact and diplomacy to consistently interact effectively and flexibly with diverse groups of people including clients, management, staff, subcontractors and the public.
• Ability to exercise judgement and discretion in handling sensitive and confidential information.
• Work with a high degree of detail and accuracy in relation to recording and relaying client contact matters.
• Ability to take responsibility for the outcomes of client contact and resolve complex situations.

Organisation

• Exceptional organisational skills sufficient to prioritize and complete key responsibilities independently while balancing competing needs and attention to detail.
• Attention to detail combined with the ability to implement established processes and procedures.
• Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.

Business Professionalism

• Skilled in professional business writing including drafting emails and formal documents.
• Ability to work effectively both as part of a team and individually.
• Ability to provide leadership and professionalism amongst staff and a positive work environment.

SPECIFIC RESPONSIBILITIES AND DUTIES 

Routine Administration and Filing 

• Maintain basic records using Reckon Accounts Hosted (RAH) software and NAB Connect Online Business Banking, including processing, recording, entering and retrieving client, supplier and employee data
• Identify new legislations, regulations and innovations within the building industry and Fairwork wage obligations
• Lodge applications for Domestic Building Insurance for jobs, as required
• Maintain electronic filing system in Dropbox shared drive and Microsoft Outlook Email accounts
• Maintain and professionally respond to e-mails as required, in cooperation with Managing Director – electronically save/file client and supplier communications, where required
• Document and relay internal messages and information with great attention to detail, including documenting and actioning all client communications
• Document and maintain confidential file of usernames and passwords
• Track and record all fuel usage and notify any issues to Office Manager
• Archive invoice files, wage records, etc every financial year

Employee Award Wage

• Maintain confidential records for all employees, including employee file details, declarations and tax file numbers
• Establish and maintain award, wage and salary records
• Monitor pay rates and employee file details including tracking and coordinating apprentice wage changes and conducting annual wage review in coordination with the Office Manager
• Monitor and maintain National Employment Standards (NES)
• Track, calculate and maintain leave accrual records including annual leave, sick/personal, long service leave and rostered days off
• Reconcile and make monthly superannuation payments via the Small Business Superannuation Clearing House (SBSCH), ATO online business portal
• Maintain superannuation file details and records 
• Maintain wage records and PAYG calculations monthly/quarterly 
• Process and lodge Single Touch Payroll (STP) reporting requirements weekly via RAH
• Maintain WorkCover subscription; calculate, project and report WorkCover Rateable Remuneration, in coordination with the Office Manager
• Implement new employee hiring and checklist in coordination with the Office Manager

Payroll

• Prepare completed Employee Labour Time Sheets in RAH and provide new Time Sheets weekly
• Review RAH Weekly Labour Report and Employee Labour Time Sheets for accuracy
• Process employee pays in RAH, paying electronically into employee accounts
• Prepare payroll payments via EFT, using NAB Connect Online Business Banking, for authorisation by Office Manager
• Distribute emailed pay advices to employees via RAH

Creditors – Supplier Payments and Expenses 

• Manage and collate supplier invoices and expenses via our cloud-based, paperless filing system into weekly and monthly payment runs, streamlining payment processes wherever possible, adhering to required invoice due dates and terms of payment
• All supplier invoices and credit notes to be reviewed in detail, booked to job, and batched to accounts
• Record supplier payments and expenses in RAH, coding to appropriate expense accounts
• Assist with processing orders for appliances and materials required for jobs, as directed
• Assist with returns of materials, incorrectly ordered or faulty, as directed

Debtors – Contract Administration, Client Invoicing and Receipting

• Meet with Managing Director and/or Projects Desk weekly to review job workflow and finance administration schedules
• Assist, support and maintain Smart Sheet® system to manage, automate and track the project (workflow) pipeline from acceptance and contract administration, to finance administration; including drafting and implementing complex Client Payment Schedules
• Follow standard procedures to prepare Contracts (Client Payment Schedules) in RAH
• Send invoices to clients on a timely basis, in conjunction with the Managing Director, filing copies as per documented procedures, coding to appropriate revenue account
• Provide Managing Director and/or Office Manager with RAH Labour Times for Customer reports as requested
• Issue client statements
• Record client payments and send payment receipts
• Process all appliance orders once full payment received
• Conduct profit margin analysis on completed jobs 

Debt Collection 

• Report to Company Directors monthly in regard to overdue accounts and provide RAH Customer Balance Summary
• Ensure account statements are sent to all clients with an outstanding balance, as directed
• Chase up overdue accounts via phone and email
• Document all account chasing activities via our cloud-based, paperless, project (workflow) management and filing systems

Budgets and Financial Statements  

• Prepare daily banking, monitor cash flow and provide projections of weekly/monthly payment runs
• Prepare monthly banking reports, bank statements and financial statements for use by the Office Manager
• Processing and recording of petty cash system and over-counter sales
• Processing of reconciliation of bank and credit card accounts to balance on a weekly basis
• Assist with quarterly BAS Review, for use by Office Manager, including RAH data cleansing and processing required reports
• Assist with quarterly IAS/PAYG and BAS reporting and payments
• Assist with job statistical summary reports and operational expenses such as: phones, electricity, internet, office supplies and memberships/subscriptions (including RAH software, industry memberships, etc.
• Assist with annual/periodic review of overheads and pricing, in cooperation with Company Directors
• Work with Office Manager to review figures and provide information as requested
• Assist with insurance policies renewal
• Assist with budgets and projections and business planning assistance