The Bookkeeper / Trust Accountant is responsible for maintaining accurate financial records across both general and trust accounts, ensuring full compliance with statutory regulations and internal audit standards. This role requires exceptional attention to detail, time management, and a strong understanding of real estate accounting procedures.

Primary Duties

Trust Accounting

Manage all trust account transactions in accordance with state legislation (Victorian Estate Agents Act).

Process deposits, transfers, and disbursements accurately and promptly.

Reconcile daily trust account transactions and maintain up-to-date ledgers.

Prepare and lodge monthly trust account reconciliations and statements.

Coordinate with auditors during annual trust audits and ensure compliance documentation is complete.

Handle settlement payments, commissions, and trust receipts in a timely manner.

General Bookkeeping & Financial Management

Record daily income and expenses in accounting software (e.g. Xero, MYOB, or Property Tree).

Manage accounts payable and receivable including invoicing and creditor payments.

Reconcile all bank accounts and credit cards monthly.

Assist in payroll processing, superannuation, and PAYG reporting.

Prepare BAS statements, profit & loss reports, and financial summaries for management.

Monitor cash flow and ensure all financial obligations are met on time.

Sales & Property Management Support

Liaise with sales agents, property managers, and administration teams on financial queries.

Process sales commissions, deposits, and settlements accurately.

Assist with property management disbursements and landlord payments as required.

Track marketing expenses and vendor-paid advertising (VPA) allocations.

Compliance & Reporting

Ensure compliance with all ATO, REIV, and trust accounting regulations.

Maintain accurate records for audits, financial reviews, and agency licensing.

Prepare monthly and quarterly financial reports for Directors.

Support Directors and senior management with data for forecasting and budgeting.

Office Administration & Support

Maintain organised financial filing systems (digital and hard copy).

Support the onboarding of new agents with commission setup and account details.

Assist with general office administration tasks when required.

Key Attributes

Strong understanding of trust accounting principles within the real estate industry.

High attention to detail and accuracy in financial data entry.

Proficiency with accounting platforms (Xero, MYOB, Property Tree, or similar).

Excellent time management and ability to prioritise competing deadlines.

Strong communication skills and ability to liaise with internal teams, auditors, and external partners.

Ethical, confidential, and professional in all dealings.