Accounts Specialist

ABOUT US We are an Australian NDIS-registered provider delivering cleaning, hoarding and squalor remediation, and housing stabilisation support services to NDIS participants across NSW, with an expanding footprint into aged care. As the business scales, financial operations — invoicing, receivables, payables, and compliance reporting — need a dedicated specialist so the Founder and Operations team can focus on growth and service delivery. We already work with a distributed team, including staff based in the Philippines, and are looking to bring on a remote Accounts Specialist based in the Philippines to support our Australian operations. PURPOSE OF THE ROLE The Accounts Specialist owns the day-to-day financial administration of the business: keeping the books accurate in our accounting software, issuing and chasing client and NDIS plan manager invoices, and managing supplier and subcontractor payments. This role also prepares all BAS-related figures and documentation so they are fully reconciled and ready for review — final verification, sign-off, and lodgement with the ATO remains the responsibility of our Australia-based BAS Agent/Accountant. This role directly reduces the bookkeeping and invoicing load currently carried by the Operations team, freeing them for higher-level coordination work. KEY RESPONSIBILITIES 1. Bookkeeping & Financial Records •Maintain accurate, up-to-date financial records in our accounting software, including bank feed reconciliation and coding of transactions to the correct accounts/cost centres. •Reconcile accounting records against job management software data to ensure billing and financial records match. •Maintain the Invoice Tracker and related reporting templates, including tracking of shortfall invoices. •Support month-end close: reconciliations, accruals, and preparation of basic management reports for the Founder. •Keep a clean audit trail of all financial documents in shared cloud storage, organised by client, period, and transaction type. 2. Accounts Receivable (Invoicing & Collections) •Generate and send accurate client and NDIS plan manager invoices in line with service delivery records. •Manage the end-to-end invoicing cycle, including recurring cleaning schedules and one-off remediation jobs. •Proactively follow up outstanding invoices and shortfall payments with plan managers, support coordinators, and private clients, escalating aged debt to Management where required. •Administer the payment schedule (currently processed Fridays) and ensure timely allocation of incoming payments. •Communicate clearly and professionally with NDIS plan managers regarding invoice queries, plan budgets, and payment status. 3. Accounts Payable •Process supplier and subcontractor invoices, ensuring correct coding, approval, and timely payment. •Reconcile supplier statements and resolve discrepancies (e.g. cross-entity allocation issues between related businesses). •Maintain supplier records and payment terms, and manage the payment run in line with the company's payment schedule. •Track and report on cash flow implications of upcoming payables. 4. BAS & Tax Compliance (Preparation) •Prepare all figures, reconciliations, and supporting documentation for quarterly Business Activity Statements, ensuring GST reconciliation is complete and accurate. •Ensure GST is correctly applied across invoices and expenses, including any NDIS-specific GST-free supply considerations, ready for review by the Australia-based BAS Agent/Accountant. •Maintain PAYG withholding and superannuation records in line with ATO requirements, liaising with payroll/time-tracking data where relevant, and package these for the Accountant's review. •Keep the business audit-ready by maintaining organised, complete documentation required for BAS, income tax, and any NDIS financial compliance reviews. •Monitor upcoming ATO and compliance deadlines, and ensure BAS figures are finalised and handed over to the Australia-based BAS Agent/Accountant with enough lead time for them to check, sign, and lodge. •Note: final verification, sign-off, and lodgement of the BAS is performed by a registered BAS Agent/Accountant based in Australia — this role is responsible for accurate preparation, not lodgement. 5. Reporting & Continuous Improvement •Contribute financial data to the daily/weekly operational reporting dashboard (alongside task management and job management data). •Identify and help implement improvements to invoicing, billing, and reconciliation workflows, including automation opportunities. •Support the extraction and tracking of billing-related complaints or disputes into the company's feedback tracker. 6. Ad Hoc & General Operations Support •Provide flexible, ad hoc support to the Operations team during busy periods. •Assist with administrative tasks outside core finance duties when needed, including compiling reports, updating trackers, and coordinating information between team members. •Step in to help with general enquiries or follow-ups (e.g. client, supplier, or plan manager correspondence) when the Operations team is at capacity. •Support the setup and maintenance of internal systems, templates, and process documentation as the business evolves. •Take on other reasonable duties as required to support the smooth day-to-day running of the business. KEY SKILLS & EXPERIENCE •2+ years' experience in a bookkeeping, accounts, or similar finance administration role, ideally within a small-to-medium services business. •Solid working knowledge of cloud accounting software — bank reconciliation, invoicing, and reporting. •Demonstrated experience preparing or supporting BAS lodgement and general GST/PAYG compliance. •Confident managing accounts receivable follow-up and collections professionally and persistently. •Experience with job management or CRM platforms is highly regarded. •Understanding of the NDIS billing environment (plan managers, service agreements, shortfall invoicing) is a strong advantage. •Prior experience supporting an Australian business remotely, with working familiarity of Australian GST/BAS concepts (note: Australian BAS Agent registration is not required, as lodgement is handled in Australia). •High attention to detail, strong organisational skills, and comfort working autonomously in a remote team spanning two countries. •Clear, professional written and verbal communication, with reliable availability during Australian business hours. •A stable home internet connection and a quiet, professional remote working environment. •Certificate IV in Bookkeeping/Accounting (or equivalent) or relevant local bookkeeping/accounting qualification is highly regarded. WHAT SUCCESS LOOKS LIKE •Invoices are issued accurately and on time, with minimal payment delays and a low aged-debt balance. •Financial and job records stay reconciled and audit-ready at all times. •BAS figures are fully prepared, reconciled, and handed to the Australia-based BAS Agent/Accountant with time to spare, so they only need to check, sign, and lodge. •The Operations team is freed from day-to-day invoicing and bookkeeping tasks to focus on service delivery and growth. HOW TO APPLY •Please send your resume and a short cover note outlining your bookkeeping/BAS experience. •Please also confirm in your application: Are you available for a quick face-to-face interview on 28 July 2026 at Nuvali, Sta Rosa, Laguna?