Finance Officer

Position Summary:

Reporting to: Managing Director

The Finance and Payroll Officer is crucial in managing the complete payroll process while ensuring the accuracy and timeliness of financial transactions.

This position oversees payroll processing, entering financial data, and performing account reconciliations. Additionally, the Finance and Payroll Officer will manage aged receivables and payables, as well as collaborate with external partners to ensure compliance with tax obligations and reporting requirements.

This Finance and Payroll Officer is an essential component in maintaining the financial integrity of our client and supporting overall operational efficiency.

Location and Work Conditions:

The Finance and Payroll Officer will primarily work from the head office. However, on occasion and at the discretion of the Company, in line with the relevant policy, remote work may be permitted from an appropriate location.

Work is expected to be done using technology systems such as Xero, Microsoft Office, and internal systems. Given the sensitive nature of the role, the Finance and Payroll Officer must adhere strictly to the Company's confidentiality, privacy, and ethical standards at all times. This role may involve working under pressure to meet deadlines.

Key responsibilities

Payroll:

• Collect timesheet data from internal systems.
• Validate timesheet data from the employee's reporting manager.
• Calculate employee entitlements according to the relevant Agreement and Award.
• Input employee reimbursements and seek approval from the employee's reporting manager before processing.
• Process payroll accurately and on time.
• Process superannuation in line with ATO requirements.
• Submit Single Touch Payroll files to the ATO.
• Generate an ABA file for the payroll disbursement.
• In consultation with the external accountant, prepare and lodge quarterly PAYG instalments.
• Maintain accurate employee records and promptly respond to payroll inquiries.
• Manage MyLeave activities through the MyLeave portal.
• Generate payroll reports for management and auditing.
• Collaborate with HR and other departments for accurate payroll processing.

Finance and accounting:

• Create and manage project numbers in Xero, Timepro, and other internal systems.
• Prepare sales invoices to clients by collating project information from Timepro and internal systems and verifying cost allocations.
• Undertake aged receivables tasks through sending statements and following up on outstanding payments.
• Enter accounts payable data and seek approval from supervisors and management.
• Schedule and process batch payments, including the generation of ABA files for payables.
• Review and approve finance entries created by junior staff.
• Enter invoices and receipts, as required.
• Accurately allocate costs to appropriate accounts, projects, and entities.
• Reconcile all bank accounts.
• Ensure the integrity of financial records and transactions.

Compliance:

• Collaborate with external accountants and provide support to prepare and lodge BAS, PAYG, and annual income tax returns.
• Ensure compliance with accounting standards, payroll obligations, tax regulations, and Company policies.
• Provide accurate and timely reports and documentation to management, as required.

Values:

• Always demonstrate the Company's values through performing duties:
• Having your teammate's back - work as a team, and don't leave a teammate behind! This means looking out for your teammates and pitching in when it's needed.
• Be straight and be respectful - be honest, communicate clearly, take accountability, and do this respectfully. Don't turn a blind eye to things; instead, speak up for others when you feel it is required.
• Respect the work and the people who do it – take pride in what you do and the people you work with. Through your actions, you contribute to creating a safe, fair, and supportive workplace for everyone to be a part of.
• Support teammates to be their best – share your knowledge and help your team members grow. Support each other so we can move forward together.
• Prioritise safety – looking after your teammates means prioritising safety. Safety is a mindset and a shared responsibility. So, speak up when something is not right, and don't cut corners in your work.

Key skills and attributes:

Expertise in payroll and bookkeeping:

• Demonstrates experience with payroll systems and processes, including award interpretation, leave entitlements and MyLeave processing, superannuation, and termination calculations.
• Deeply understands general accounting principles, chart of accounts, accounts payable, accounts receivable, reconciliations, and the importance of accurately capturing cost allocations

Meticulous and detail-oriented:

• Possesses exceptional attention to detail and a developed understanding of the importance of accuracy when processing payroll or managing financial data.

Organised and proactive:

• Manages competing priorities and recurring deadlines across multiple entities.
• Proactively identifies discrepancies, resolves queries, and suggests improvements to systems or processes.

Trustworthy and professional:

• Handles confidential and sensitive information with the highest level of trust and professionalism.

Effective collaborator and clear communicator:

• Communicates clearly, professionally and respectfully with others.
• Possesses exceptional written communication to convey complex concepts or data concisely.
• Works well with others, including junior staff, leadership and stakeholders.

Qualifications & Experience:

ESSENTIAL:

• Qualification in Accounting, Bookkeeping, or Finance, or equivalent
• Minimum 3 years experience in payroll processing and financial operations
• Highly proficient in Xero and Timepro (or similar systems)
• Sound knowledge of Modern Awards and Fair Work requirements
• Strong attention to detail
• Ability to prioritise tasks and meet strict deadlines
• Exceptional communication and stakeholder management

DESIRABLE:

• Experience working across multiple business entities
• Experience working in the construction sector
• Ability to supervise the work of others and develop their capabilities
• Demonstrated understanding of ATO reporting obligations