Administrative Assistant

The Administrative Assistant provides comprehensive administrative and finance support to ensure the efficient day-to-day operation of the office and warehouse. This role is responsible fo managing documentation, maintaining accurate records, and supporting financial and operational processes. The ideal candidate is highly organized, detail-oriented, and proficient in administrative systems, including Xero.

Key Accounting & Responsibilities

General Administration

• Provide day-to-day administrative support to office and warehouse operations.
• Manage correspondence, filing systems, and document control (both electronic and hard copy).
• Prepare, organize, and maintain reports, forms, and internal documentation.
• Coordinate office supplies, equipment, and administrative resources.

Finance & Accounts Administration

• Assist with accounts payable and receivable processes, including invoicing, data entry, and payment tracking.
• Maintain accurate financial records using Xero and other accounting systems.
• Process purchase orders, expense claims, and supplier documentation.
• Support month-end and reporting activities as required.

Office & Warehouse Documentation

• Manage and maintain warehouse paperwork, including delivery dockets, inventory records, and dispatch documentation.
• Ensure all operational and compliance documents are accurate, complete, and properly filed.
• Liaise with warehouse staff and suppliers to resolve documentation discrepancies.

Systems & Data Management

• Maintain and update administrative and financial systems to ensure data accuracy.
• Generate basic reports from Xero and other systems as required.
• Support system improvements and process efficiencies.

Communication & Support

• Act as a point of contact for internal staff, suppliers, and customers regarding administrative and documentation matters.
• Provide administrative support to management and other departments as needed.
• Assist with scheduling, meeting coordination, and general office duties.

Qualifications:

• Certificate, diploma, or equivalent experience in Business Administration, Accounting, or a related field (preferred).

Job-specific experience:

• 2+ years of experience in an administrative or finance support role.
• Experience using Xero for accounting or finance administration is required.