# Senior Office Administrator (Xero) > D2B · Manila, Philippines (Remote) · Full-time · Posted 2026-08-19 **Workplace:** remote **Department:** RecOps ## Description **Position :  Senior Office Administrator (Xero)**[](https://www.facebook.com/KABdemo/) **Salary : $1,400 - $1,900 AUD a month maximum** **Working Hours & Conditions :  Monday to Friday AU Business Hours** **Holidays :  Public holidays in AU**  **(additional time off at owners discretion)** **ROLE OVERVIEW:** We are seeking an experienced and proactive Office Administrator with strong Xero capability to take ownership of day-to-day business administration and provide support across accounts, payroll, invoicing, compliance, scheduling and project operations. This is a broad and hands-on position requiring someone who can work independently, manage recurring responsibilities without constant direction, and ensure deadlines, payments, documentation and operational tasks are consistently followed through. A significant component of the role involves Xero and accounts administration, including reconciliations, accounts payable and receivable, customer invoicing and payroll preparation. RESPONSIBILITIES: ### Xero & Accounts Administration - Maintain accurate and up-to-date records within Xero - Process and correctly code supplier invoices - Complete daily reconciliation of incoming customer payments - Monitor accounts payable and supplier due dates - Prepare supplier payment schedules for management approval - Reconcile supplier statements and investigate discrepancies - Monitor accounts receivable and outstanding customer invoices - Send customer statements and payment reminders - Follow up overdue accounts and escalate where required - Prepare weekly customer invoices and maintain accurate invoicing records - Assist with BAS and bookkeeping information for the external bookkeeper/accountant - Support management with cashflow monitoring and reporting The detailed task schedule specifically separates payment preparation from final approval, with the Director retaining final approval over supplier payment batches. ### Payroll & Employee Administration - Review employee timesheets and follow up missing information - Check hours, job allocations, overtime and allowances - Prepare weekly payroll within Xero - Prepare payroll and payment files for final management approval - Finalise payroll records and issue employee payslips - Assist with superannuation processing - Maintain accurate employee and payroll records The existing process has payroll occurring weekly, including timesheet review, Xero pay-run preparation and final management approval. ### Office & Executive Administration - Manage incoming calls, emails and general correspondence - Assist with management of the Director’s inbox and prioritise important communications - Manage calendars, appointments, site inspections and reminders - Prepare information and documentation ahead of quote meetings - Assist with new client onboarding and documentation - Maintain accurate company records, registers and filing systems - Track outstanding tasks and proactively follow up required actions - Provide general administrative support to the Director and wider business ### Project & Operational Support - Create and maintain job files from quote acceptance through to completion - Assist with scheduling labour, plant, equipment, trucks and subcontractors - Coordinate deliveries, waste removal and site requirements - Assist with permits, inspections and project administration - Maintain job and operational information within company systems - Review job sheets and ensure required information is complete - Track project progress and support work-in-progress reporting - Help ensure upcoming projects are properly documented and prepared These operational duties are a material part of the position, including scheduling resources, coordinating site requirements and tracking work in progress. ### Compliance & Documentation - Prepare and maintain project-specific WHS documentation - Assist with SWMS, inductions and compliance records - Maintain registers for licences, insurances, permits, registrations and certifications - Monitor expiry dates and coordinate renewals before deadlines - Maintain employee licences, competencies, inductions and training records - Maintain subcontractor compliance documentation - Ensure company documentation remains organised, current and accessible A key expectation is proactive monitoring so licences, permits, registrations and insurance requirements do not lapse because they were overlooked. ### Tools & Systems - Xero – essential - Microsoft Excel - Microsoft Office / Microsoft 365 - Emvisage – operational/job information - Pay.com.au - Email, calendar and cloud-based document management systems ## Requirements **QUALIFICATIONS:** - Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similar - Strong practical Xero experience – essential - Experience with accounts payable and accounts receivable - Experience completing bank/payment reconciliations - Previous payroll administration experience - Strong Microsoft Excel skills - Excellent written and verbal English - Exceptional organisation and attention to detail - Ability to manage recurring daily and weekly deadlines - Comfortable following up customers, suppliers and employees for outstanding information - Ability to identify discrepancies rather than making assumptions - Proactive working style with the ability to operate independently ### Highly Desirable - Previous experience supporting an Australian construction, demolition, excavation, waste management or trades business - Australian Xero and payroll experience - Familiarity with WHS and construction compliance documentation - Experience coordinating field staff, vehicles, equipment or project schedules - Experience supporting a business owner or Director directly ## Apply [Apply at D2B](https://apply.workable.com/d2b-1/j/E5C4610BEC/apply) --- Powered by [Workable](https://www.workable.com)