Finance Administration Coordinator

Salary: PHP 35,000 - PHP 40,000

Schedule: 8:00 am4:00 pm Melbourne time (full-time, 40 hrs/week)

Key Responsibilities:

Finance & Bookkeeping:

Manage accounts receivable and payable, including debt collection and

follow-ups.

Perform regular bank reconciliations across all business entities.

Process invoices, schedule payments, and track cash flow using Xero.

Handle foreign exchange transactions for international suppliers.

Generate monthly reports including P&L, PAYG, and BAS.

Assist with the preparation of BAS and PAYG, with final approval from the owner.

Order Processing & Admin Operations:

Manage internal orders, ensuring pricing structures are applied correctly in SIN7.

Coordinate dispatch and warehouse communications for accurate stock tracking.

Regularly run stock reports, generating purchase orders, and ensuring adequate

stock levels.

Accounts Communication & Inbox Management:

Manage the accounts inbox, responding to customer queries and handling

payment reminders.

Assist in managing customer payment plans and coordinating credit applications.

Stock & Dispatch Coordination:

Monitor stock levels and assist with stock reordering processes.

Update systems in real-time for stock movements and dispatch tracking.

SOP Documentation & Process Mapping:

Help document operational processes as SOPs for smoother task delegation.

Continuously refine and improve SOPs to align with business changes.

Assist in training team members and ensuring they follow established

procedures.

Must-Have Qualifications:

2+ years experience in finance, bookkeeping, or admin support roles.

Strong proficiency in Xero and knowledge of multi-entity financial management.

Familiarity with CIN7 Core or similar order and inventory management systems.

Experience with foreign currency transactions and international suppliers.

Ability to manage accounts receivable and payable with a high degree of accuracy.

Excellent written and spoken English, with clear communication skills.

Confident using Google Workspace, spreadsheets, and online systems.

Reliable internet connection and dedicated home office.

Nice-to-Have Skills:

Experience supporting Australian businesses.

Exposure to service-based businesses or similar industries.

Experience with ServiceMate or other service management platforms.

Previous work in process documentation or SOP creation.

Success Outcomes (30/60/90 Days)

30 Days:

Complete training with the owner and finance team.

Confidently manage basic finance and order processing tasks.

Follow existing SOPs and begin identifying areas for improvement.

60 Days:

Independently handle recurring finance tasks (accounts receivable/payable, invoicing,

reconciliation).

Ensure stock reports and orders are processed promptly.

Accurately follow up on overdue payments and minimize errors.

90 Days:

Fully own recurring finance and operational workflows.

Require minimal supervision and proactively manage deadlines.

Contribute to reducing financial bottlenecks and improving business operations.

What We're Looking For (Read Carefully)

This role suits someone who is:

Highly reliable and punctual your consistency is key to supporting the business.

Proactive and organised you take initiative and manage your tasks without needing

constant reminders.

Coachable and open to feedback you're willing to learn and grow from feedback.

Tech-savvy and comfortable learning new systems you're adaptable and quick to

pick up new tools.

An over-communicator (in a good way) you keep the team informed about your

progress, challenges, and any potential delays.

Deal breakers:

Slow responses during work hours.

Working another job during your allocated hours.

Frequently unavailable due to personal commitments.

Unwillingness to take feedback or follow processes.

Using AI tools without reviewing and refining the output.

We're looking for someone who wants to grow with the company long-term. The business will

invest in your training, and in return, we want someone committed to improving processes and

taking ownership of their tasks.