Key Responsibilities

Financial Oversight & Reporting

Monitor and manage daily office and operational expenses to ensure the company remains profitable and financially healthy.

Track and categorize all receipts and expenditures with proper documentation and approvals.

Work closely with the directors to assess company performance and support strategic planning.

Bookkeeping & Systems Management

Maintain accurate financial records using Xero, including bank reconciliations, invoice processing, and expense tracking.

Ensure all transactions are accurately recorded, categorized, and aligned with financial best practices.

Provide support to external accountants or auditors with required reports and documentation.

Understanding of Shopify data, sales reporting, and transaction flow is a strong advantage.

eCommerce & Sales Financial Coordination

Reconcile Shopify sales and payment gateways (e.g., Stripe, PayPal, Afterpay) within Xero.

Ensure accuracy between online sales, order fulfillment, and financial systems.

Track and report on profit margins, average order value, and key financial metrics tied to online sales performance.

Assist with product pricing strategies, discounts, and financial promotions from a profitability standpoint.

Payroll & Pay Run Management

Manage and process payroll, including superannuation, timesheets, and staff reimbursements.

Budgeting & Forecasting

Assist in developing and maintaining monthly and quarterly budgets and forecasts.

Compare actuals to budget projections and provide variance analysis.

Identify trends, support cost-control initiatives, and offer financial insights to improve decision-making.

Compliance & Tax Support

Support the preparation and submission of BAS (Business Activity Statements) and other tax obligations.

Help with tax compliance documentation, monthly revenue recognition, and project costing.

Advise internal teams on regulatory and procurement-related financial matters when necessary.

Administrative & Office Finance Support

Maintain organised, up-to-date internal financial files, reports, and vendor records.

Manage recurring payments, subscriptions, and vendor accounts.

Monitor overdue accounts and assist in ensuring timely collections and resolution.

Collaboration & Reporting

Support internal teams with budgeting tools, dashboards, and report templates.

Provide financial data analysis and contribute to discussions around business performance.

Maintain positive relationships with stakeholders, both internal and external.

Requirements

Proven experience using Xero (minimum 6 months).

Strong skills in Microsoft Excel (pivot tables, formulas, financial modeling).

Strong knowledge of financial reconciliation, invoicing, and digital sales reporting.

Understanding of Shopify and how it connects to financial systems is highly desirable.

Familiarity with BAS, GST, and general tax compliance in Australia.

Excellent attention to detail, organizational skills, and analytical thinking.

Fluent in English, both spoken and written.

Minimum 3 years’ experience in bookkeeping, accounts receivable, or finance administration.

Experience working with contract management or external audits is a plus.

About You

Tertiary qualification in Accounting, Finance, or Business.

CPA or CA qualified (or working toward certification) is a bonus.

Comfortable working independently in a hybrid environment.

Eager to contribute to a fast-paced, eCommerce-driven company.

Able to manage multiple responsibilities, meet deadlines, and adapt quickly to change.

Support with both regular office duties and occasional, irregular events

Be a true team player—collaborative, proactive, and ready to help when needed

Embrace the dynamic nature of the role with flexibility and a positive attitude

Take initiative and contribute to the overall success of the team

Willingness to assist across different tasks, especially during busy periods

Be hands-on and solution-oriented in day-to-day challenges

Show commitment to the team and the company’s shared goals

Ready to grow with the team and be part of building something great