Accounting Admin Assistant

The Accounting and Admin Officer is responsible for providing both accounting and administrative support to ensure smooth day-to-day business operations. The role includes handling financial reconciliations, maintaining accurate records, supporting payroll/timekeeping processes, and providing general administrative assistance to management and the team.

Key Responsibilities
Accounting Duties
• Perform account reconciliations
• Monitor and reconcile invoices, receipts, and expense reports
• Maintain accurate financial records and documentation
• Assist in month-end closing activities and reporting
• Support payroll processing by validating timesheets and attendance records
• Use accounting systems for financial tracking and reporting
• Sending invoice reminders/Chasing debtors for communications, review requests and feedback.

Administrative Duties
• Manage and maintain executives’ and team calendars, including scheduling meetings and appointments
• Handle email correspondence and coordinate internal and external communications
• Maintain digital filing systems
• Assist in preparing reports, presentations, and documentation
• Support office administration tasks as needed (supplies, coordination, vendor liaison, etc.)
• Central and consistent communications with new and current clients.
• Scheduling new and existing jobs.
• Rescheduling existing and ongoing jobs to deliver on service KPIs.
• Communicate with service technicians (Phone, WhatsApp, Fergus/AroFlo-Tradify, email).
• Managing standard job workflow via Fergus/AroFlo-Tradify.
• Processing leads/quotes/jobs/invoices.
• Ordering materials for jobs and stock.
• Reporting and collection of data (Xero, Fergus/AroFlo-Tradify, lead tracking).
• Systems we use: Fergus/AroFlo-Tradify for job management, Xero for online accounting.
• Attends to any ad hoc tasks that may be assigned from time to time.

Timesheet & Workforce Support
• Monitor and validate employee timesheets for accuracy and completeness
• Coordinate with employees and managers for timesheet submission and corrections
• Ensure compliance with company policies on working hours and attendance

Qualifications & Key Competencies
• Bachelor’s degree in Accounting, Finance, Business Administration, or related field
• 2–4 years of experience in accounting and administrative support roles
• Strong knowledge of reconciliation processes and basic accounting principles
• Experience in Xero/MYOB or similar accounting systems
• Proficient in job management software (Fergus, ServiceM8, AroFlo, Simpro or similar)
• Excellent organizational and multitasking skills
• High attention to detail and accuracy
• Self-managed and productive without supervision
• Scheduling and workforce coordination

• Competent across Microsoft 365/Google Workspace and general office systems (Excel, Sheets, Calendar)
• Good communication and coordination skills

Attributes
• Able to manage multiple priorities and deadlines
• Curious and solutions-orientated
• Loyal and discreet
• Reliable and detail-oriented
• Team player with a service-oriented mindset
• Resilient and calm under pressure
• Takes ownership without being asked
• Thick-skinned but approachable
• Naturally organised and systematic
• Adaptable to change and growth
• Quietly confident across all stakeholders
• Loyal and discreet with sensitive information
• Solutions-oriented and resourceful
• Patient but persistent in follow-through

Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.