Invoicing & Accounts Receivable Administrative Assistant (AU Trades)

Job Description

Overview:

Our client is a fast-growing residential and commercial electrical contracting business based in Repton, New South Wales, Australia. They are seeking a highly organized Invoicing & Accounts Receivable Administrative Assistant (AU Trades) to serve as the operational backbone for this expanding trades business. Working closely with the business owner, you will take full ownership of job-to-invoice conversions, payment collections, supplier reconciliation, and lead management. Your core objective is to clear administrative backlogs, streamline accounts receivable, and ensure seamless communication across all operational platforms.

Schedule: Wednesday - Friday, Business Hours AEST (20 work hours per week)

Responsibilities:

• Convert completed job requests and site logs from Spiderflow into accurate client invoices within Xero
• Compile and attach job photos, compliance documents, and site notes to submittals to accelerate invoice approvals
• Actively track aging accounts, send payment reminders, and follow up on outstanding receivables to optimize business cash flow
• Reconcile supplier statements against customer accounts and job costing sheets to verify billing accuracy
• Assist in auditing and clearing backlogged invoicing and administrative data tasks
• Monitor and manage the central administrative inbox, responding promptly to incoming trade inquiries and client messages
• Follow up on new job quotes and incoming leads to convert them into confirmed schedule entries for the field team
• Maintain clean digital archives and operational records across Xero, Spiderflow, and email platforms
• Support the rollout and adoption of new job management systems as operations continue to scale

Requirements:

• Proven background providing remote operational or administrative support, ideally within trades, construction, or field services
• Demonstrated experience generating invoices, logging receipts, and tracking accounts receivable in Xero
• Ability to navigate multiple software platforms simultaneously (job dispatch apps, accounting portals, email systems)
• Excellent written English skills for professional client correspondence, lead chasing, and payment collection
• Prior experience working with Australian contractors, trade businesses, or platforms like SimPro/Spiderflow is a strong advantage

Technical Stack & Tools:

• Accounting & Invoicing: Xero Accounting
• Job & Fleet Management: Spiderflow (SimPRO experience highly regarded)
• Productivity & Workspace: Microsoft 365 / Google Workspace

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring

Note:

Please click the "Apply" 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.