We are seeking a highly organised and detail-oriented Construction Administrator & Bookkeeper to provide ongoing financial and administrative support across our residential construction projects.

Responsibilities

Construction Administration

• Allocate all job-related costs within Buildertrend.
• Ensure all project costs are correctly coded and allocated to the relevant project.
• Prepare client invoices:
• ○ Fixed Price Contracts – Progress Claims upon Director instruction.
• ○ Cost Plus Contracts – Fortnightly invoicing.
• Review project costs prior to invoicing to ensure completeness and accuracy.
• Upload and maintain supporting project documentation within Buildertrend.
• Assist with variations, project cost tracking and reporting as required.
• Maintain organised electronic project records.
• General construction administration and project support as directed.

Bookkeeping

• Manage Dext receipt integration with Xero.
• Process supplier invoices and receipts.
• Enter and reconcile payments and receipts, ensuring all construction costs have first been allocated within Buildertrend.
• Complete weekly reconciliation of all company bank accounts within Xero.
• Leave reconciliation comments and follow up outstanding receipts or supporting documentation as required.
• Reconcile Accounts Payable and provide monthly reports.
• Review and monitor Aged Receivables.
• Follow up outstanding invoices and payment reminders.
• Prepare weekly supplier payment batches within Xero for Director approval.
• Process end-of-month supplier payments for 30-day credit accounts via Batch Payment or company credit card, as directed by the Directors.
• Upload ABA payment files into CommBiz for Director approval.
• Assist with month-end reconciliations.
• Complete quarterly review of all General Ledger accounts.
• Prepare management reports as requested.
• Maintain accurate financial records and electronic filing systems.
• Assist with ad hoc bookkeeping and administrative requests as required.

Payroll Administration

• Set up new employees within the payroll system.
• Process weekly payroll (Tuesdays).
• Lodge Single Touch Payroll (STP) reporting with the ATO.
• Prepare ABA payroll payment files for Director approval via CommBiz.
• Prepare, report and lodge weekly superannuation contributions (As of July 1st 2026 - Tuesdays).
• Maintain employee leave records through LeavePlus.
• Complete monthly LeavePlus reporting requirements.
• Request and file Tax File Number Declarations within Google Drive (employee onboarding) Set up employee superannuation fund accounts.
• Prepare and report Monthly Instalment Activity Statements (IAS), where required.
• Prepare payroll reports as requested.
• Maintain payroll records in accordance with legislative requirements.

BAS / IAS Compliance

• Prepare Monthly or Quarterly Instalment Activity Statements (IAS), where applicable.

  Prepare Quarterly Business Activity

  Statements (BAS).

• Complete all reconciliations required prior to BAS preparation.
• Compile supporting documentation for Director review and approval.
• Lodge BAS and IAS electronically following Director authorisation.
• Email completed reports and declarations
• Maintain accurate GST coding and compliance records.

End of Financial Year Responsibilities

• Prepare and lodge the Taxable Payments Annual Report (TPAR).
• Prepare and lodge the Annual WorkCover Declaration (also updating WorkCover Remuneration Estimate)
• Assist with end-of-financial-year reconciliations.
• Prepare reports and supporting documentation for the Company's Accountant.
• Assist with audit or accountant information requests where required.

Reporting & General Administration

• Prepare financial and management reports for the Directors.
• Maintain electronic filing within Google Drive.
• Ensure financial and project records remain accurate and up to date.
• Assist with continuous improvement of administrative systems and processes.
• Provide general administrative support as required