Operations & Finance Assistant

• Manage all aspects of client invoicing, payment reconciliation, and accounts receivable within Xero, ensuring timely payments and accurate financial records.
• Systematically process supplier bills and payments to maintain healthy cash flow and support end-of-month processes.
• Handle day-to-day data entry and general administrative tasks, freeing up management time for strategic initiatives.
• Assist with drafting quotes for small jobs and compiling data for large job estimations, ensuring accuracy and timely delivery.
• Maintain and update pricing guides and set pricing for routine services.
• Proactively follow up on outstanding quotes and sales leads via email and WhatsApp to convert opportunities.
• Utilize Fergus job management software for relevant administrative tasks, including updating job statuses and allocating resources.
• Utilize Komodo software to systematically record and document all administrative and financial workflows, creating comprehensive Standard Operating Procedures (SOPs).
• Develop a searchable knowledge base for key operational details, ensuring business continuity and smooth onboarding for future staff.
• Conduct market research on material costs and supplier pricing for estimation purposes and review completed job data to build estimation benchmarks.
• Manage and prioritize incoming emails, flagging urgent items, and assist with internal communication coordination via WhatsApp/Gmail.

• Proven experience in financial administration, including invoicing, bank reconciliation, bill payments, and accounts receivable management, preferably with Xero.
• High proficiency in using business software such as Xero, Fergus (or similar job management platforms), Gmail, and WhatsApp.
• Exceptional organizational skills with a keen eye for detail and accuracy in data entry.
• A strong interest in process improvement, systemization, and the ability to learn and implement new software (e.g., Komodo, estimation tools).
• Ability to adapt to a fast-paced environment and take initiative in identifying and solving problems.
• Experience in a trades-related industry or a similar service-based business is highly advantageous.

• A commitment to fostering a strong working relationship built on trust and mutual respect.
• Proactive communication and the ability to provide regular updates on tasks and progress.
• A growth mindset, eager to learn new skills and contribute to the company's continuous improvement.
• Adaptability to evolving business needs and a willingness to take on new challenges.
• A focus on creating efficient, documented processes to ensure business continuity and scalability.

• Health insurance in eligible locations
• Permanent work from home
• Immediate hiring

BruntWork