Accounts/Operations Administrator

About the Role

The Accounts & Operations Administrator plays a key role in supporting financial, administrative, and operational workflows across the business. This role is responsible for the accurate processing of supplier and contractor invoices, customer invoicing, financial reconciliations, job administration, and coordination across multiple business systems (including Xero, Simpro, SiteAppPro, Report & Run, Shopify, Stripe, and Mailchimp).

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• Reconcile accounts in Xero & company ERP platform
• Upload supplier and contractor invoices into Xero and Xero & ERP platform for processing.
• Track & reconcile staff expenses.
• Manage accounts receivable/payable + debt collection.
• Create batch payments for approval and processing

• Send statements
• Ensure all contractor invoices are received and approved before cut off dates.
• Reconcile month-end accounts and liaise with accountant.
• Manage payment cycles.

• Process customer invoices and upload to Xero
• Complete WorkSafe Notifications as required for operations team
• Manage job & workflow status through the ERP system
• Follow up staff for photo submissions
• Archive completed jobs in the Safety management portal.
• Create / update sites (data base hygiene).
• Manage jobs and sites through the H&S Portal

• Create post job QA reports and file for review

• Check for new Shopify orders and confirm amounts match Xero.
• Reconcile payments.

1. Communications & Marketing & Other

• Create and send a Mailchimp newsletter every two months.
• Make quarterly FED fuel claims
• Arrange client gift programme (coordinate and send).
• Assist with other administrative duties as needed.

• Strong attention to detail and accuracy.
• Comfortable working across multiple applications (Xero, Simpro, Shopify, Stripe, SiteAppPro, Report & Run).
• Excellent organisational skills and ability to prioritise daily tasks.
• Confident communicator who can communicate well with staff, contractors, and customers.
• Able to work independently and proactively identify issues before they escalate.
• Competent with spreadsheets, digital filing, and general office software.
• Impeccable spelling and grammar skills

• All financial entries completed accurately and on time.
• Contractors and suppliers paid according to schedule.
• Customer invoicing and follow-ups completed consistently.
• Job statuses, photos, reports, and site data are always up to date.
• Administration supports seamless operations across 3 separate company brands.

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Summary & takeaways

This role is a 12 month (give or take) replacement for a valued staff member who is going on maternity leave, while it is listed as a 12 month term – the growth in the company could likely mean this role (or part thereof) could become ongoing and permanent.

The office is based in Kianga – between Kaiapoi and Belfast and is a near new modern and corporate office environment designed to support the people that work there. The incumbent staff member works 2 days in the office by arrangement and from home the rest of the time.

This role would suit a working parent seeking part time occupation, especially in the North Christchurch or Waimakariri district.

We’re looking for someone who is self-directed, adaptable, and comfortable supporting a range of functions across the business.

If this sounds like you, please send your CV through Seek—we’d love to hear from you.