AU Bookkeeper & Administration Officer (Onsite)

About the Role

You'll play an important role in supporting our Australian client in the learn-to-swim industry by providing day-to-day bookkeeping, payroll, billing, and administrative support.

Our client operates multiple centres across South-East Queensland, with each centre operating as a separate entity under a central Head Office.

As the Bookkeeper & Administration Officer, you'll work closely with the COO, Centre Managers, Call Centre, and external accountant to ensure financial and administrative tasks are completed accurately and on time. You'll be responsible for preparing and processing transactions, payroll, reports, and other finance-related tasks, with the COO overseeing and approving your work.

Key Responsibilities

Bookkeeping & Accounts Payable

• Process supplier invoices, receipts, and expense claims using Dext and Xero.
• Code transactions correctly by entity, centre, and account.
• Prepare supplier payment runs for COO approval and process payments.
• Reconcile bank accounts, Square takings, and iClassPro clearing accounts.
• Record intercompany transactions and maintain supplier records, contracts, and lease documents.

Payroll Administration

• Prepare fortnightly payroll and superannuation using Employment Hero.
• Check timesheets, rosters, pay rates, and award requirements to ensure payroll accuracy.
• Maintain employee pay records, leave balances, and superannuation details.
• Handle payroll queries and adjustments, support Single Touch Payroll (STP) reporting and year-end finalisation.
• Escalate complex payroll or award compliance matters to the COO.

Customer Billing & Accounts Receivable

• Manage customer billing and collections, including direct debits, failed payments, overdue accounts, and late fees.
• Prepare invoices for customers and follow up outstanding payments.
• Maintain accurate billing records and prepare write-off recommendations for approval.
• Handle customer enquiries and payment disputes professionally and in line with established policies.

Month-End Reporting

• Support month-end closing across all entities within five business days.
• Prepare draft journals, accruals, prepayments, and intercompany entries.
• Prepare aged receivables and payables reports.
• Prepare centre-level profit and loss reports for review.
• Provide accurate financial information to Head Office, external accountants, and other stakeholders.

Tax & Compliance

• Prepare BAS and GST workpapers for review.
• Monitor superannuation, PAYG, and other statutory payment deadlines.
• Assist with year-end accounts and tax return preparation.
• Maintain complete and accurate financial records to support compliance requirements.

Administration & Coordination

• Provide administrative support to the COO, Head Office, and Centre Managers.
• Maintain finance procedures, documentation, and task follow-ups across relevant systems.
• Support the setup of new centres and businesses.
• Coordinate outstanding tasks and priorities while maintaining clear communication with team members.
• Promptly escalate suspected fraud, financial irregularities, system failures, regulatory matters, unresolved disputes, customer complaints, or issues beyond delegated authority.

Qualifications & Requirements

• Bachelor's Degree in Finance, Accounting Technology, or a related field.
• At least 2 years of relevant bookkeeping experience.
• Experience working with Australian firms, particularly handling multiple entities or business locations, is strongly preferred.
• Familiarity with Xero, Employment Hero, Dext, and Australian payroll systems is an advantage.
• Excellent written and spoken English, with strong communication and comprehension skills.
• Strong attention to detail, organisational skills, and the ability to manage competing priorities independently.
• Proactive, able to identify issues and suggest improvements.
• Comfortable working with remote teams using online tools.
• Tech-savvy and quick to learn new systems and processes.
• Willing to work onsite daily at our Eastwood, Quezon City office, from 7:00 AM to 3:00 PM (MNL time).