Bookkeeper & Administrative Officer (013-1299)

Hunt St · Philippines · 2k – 2k · posted today ago

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About this role

Looking for Philippines-based candidates

Job Role: Bookkeeper & Administrative Officer

Compensation range: $1,800 AUD - $2,400 AUD / Monthly

Engagement type:Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU afternoon/evening hours (approx. 11:00am - 7:00pm or 12:00noon - 8pm AEST, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: The client is a family-run Australian business operating across transport and logistics. The company manages a fleet of vehicles servicing a mix of regional and long-distance contracts, with established systems in place for job scheduling, operations, and financial management.

Role Overview: The Bookkeeper & Administrative Officer is responsible for maintaining accurate financial records, managing payroll and compliance obligations, overseeing job scheduling within MyTrucking, and ensuring contractor and customer billing accuracy. The role supports daily transport operations, maintains award conditions for multiple employee groups, and ensures compliance with Fair Work, ATO, WorkCover, and industry-specific requirements.

Key Responsibilities:

Daily Duties

Manage all incoming emails, filing, and organisation of correspondence.
Send invoices and attachments to Xero and maintain accurate financial records.
Reconcile daily banking transactions to correct chart accounts.
Request missing tax invoices and resolve unmatched transactions.
Enter employee hours into the Billable Hours Billable Hours Schedule (Excel Spreadsheet).
Provide payroll guidance and respond to employee pay queries.
Obtain hours and schedules via WhatsApp for payroll processing.
Upload catching schedules when required.
Maintain and update Xero bank rules for automated coding accuracy.
Manage Xero contacts including supplier/customer details, ABNs, GST status, and contractor records.

Weekly Duties

Calculate weekly fuel levy using the AIP diesel price calculator.
Process accounts payable and pay weekly bills.
Complete reconciliation, including:

Matching set-rate kilometres with schedules
Verifying manifest numbers in MyTrucking
Ensuring correct contractor business names are assigned

Weekly processing:

Produce Billing Hours spreadsheet each Friday
Generate weekly invoice in Xero

Payroll processing including:

Employee wages
Superannuation
PAYG tax
Loan schedule monitoring and repayment reminders

Communicate with drivers/contractors to correct job entries, obtain PODs, and resolve discrepancies.

Monthly Duties

Complete BAS transaction reconciliations.
Prepare and lodge monthly BAS statements.
Calculate On-Road Diesel Fuel Rebate and track eligible vs non-eligible litres.
Review and manage loan repayment rules in Xero.
Conduct monthly financial checks and reconciliations.
Monitor PAYG and IAS obligations.
4. Annual Duties
Reconcile rateable remuneration for WorkCover.
Calculate and confirm WorkCover premium requirements.
Assist with annual payroll and financial compliance queries.
Complete TAR reporting to the ATO via Xero.

MyTrucking System Responsibilities (Ongoing)

Maintain and update MyTrucking software for all transport operations except Duk.
Update fuel levy within MyTrucking for accurate job costing.
Manage customer information, new accounts, and portal access.
Oversee Emmett Motors customer portal.
Run MyTrucking reports for management, payroll, billing, and operational planning.
Schedule and manage transport jobs and ensure drivers receive correct job information.
Monitor job completion and accuracy of driver-entered data.
Push completed jobs to Xero as draft invoices.
Review, issue, and email finalised invoices.
Maintain customer rate schedules, fuel levies, and contract-specific pricing.
Maintain operational templates including spreadsheets, Hours Worked sheets, and job templates.

Award & Compliance Responsibilities

Maintain and apply award conditions for:

Road Transport (Long Distance Operations) Award 2020
Road Transport and Distribution Award 2020

Ensure correct pay rates, penalties, allowances, overtime rules, and entitlements.
Monitor Fair Work updates and adjust payroll settings accordingly.
Maintain payroll compliance across all contracts and employee classifications.
Maintain documentation and evidence for audit or compliance review.
Maintain payroll categories, allowances, penalty rates, and award-specific pay items in Xero.
Monitor superannuation clearing house submissions and resolve errors.

General & As-Needed Responsibilities

Maintain accuracy across all financial, payroll, contractor, and job scheduling records.
Maintain Chart of Accounts and Xero settings, rules, and account structure.
Prepare manual journals as required.
Provide administrative and operational support to management.
Ensure timely communication with contractors, employees, and external partners.
Maintain loan schedules and due dates.
Maintain OneDrive filing and records management.
Manage payment arrangements when required.
Maintain Products, Users, Fuel Levies, Clients, and Vehicles in MyTrucking.
Ensure purchase order information is obtained.

Requirements

Strong bookkeeping and financial administration skills.
High accuracy and attention to detail.
Ability to interpret awards, pay rules, and compliance requirements.
Strong communication skills with drivers, contractors, and external partners.
Proficiency in Xero, MyTrucking, ComBank, and Microsoft Office/OneDrive.
Ability to manage competing deadlines and maintain organised records.
Problem-solving skills and initiative in resolving discrepancies.

What Success Looks Like:

Books are reconciled and up to date daily, with no backlog
Invoicing to customers is accurate and reflects agreed rates first time
Payroll runs smoothly and on time, fully compliant with the relevant awards
Management has full visibility of bills paid, bills owing, and cash position at any time
Minimal need for management to intervene in day-to-day bookkeeping and admin tasks