Job Description
Setup and Location: WFH Work Schedule: 9:00 AM-6:00 PM (AEST) | 7:00 AM-4:00 PM (PH Time) Employment Type: Full-time Ready to do work that actually excites you? We are looking for a detail-oriented Finance Administrator to manage financial transactions and vendor relations efficiently. The ideal candidate will oversee virtual debit card transactions, coordinate purchase orders, payments, and compliance. This role is critical for maintaining accurate financial records, timely payments, and supporting audit and reporting processes. What You’ll Do You’ll be the kind of person who: 1. Weel (Virtual Debit Card) Management Volume: 400–500 per month Manage high-volume Weel transactions Follow up on missing receipts and ensure all supporting documentation is obtained and uploaded to the general ledger. Accurately record and allocate transactions to the correct projects and stages in Total Synergy. 2. Reporting and Maintenance of Ledgers Maintain accurate headcount allocation across offices, cost centres, or projects to support internal reporting and cost distribution. Manage and update the rent ledger and motor vehicle expenses, ensuring costs are correctly recorded, allocated, and reconciled on a regular basis. Prepare and maintain QA reporting, ensuring data accuracy, completeness, and compliance with internal requirements. 3. Payment Processing & Financial Administration Volume: 20–25 per month Process council fee payments via Weel for planners who do not hold a Weel card. Ensure all transactions are processed accurately and promptly. Monitor and manage transaction volumes 4. Transaction Coding & System Management Record Weel transactions against the correct project and stage in Total Synergy. Set up and maintain disbursement stages where required. Ensure data accuracy to support project reporting and profitability analysis. 5. Purchase Orders & Subconsultant Payments Raise purchase orders for subconsultant-related costs Ensure compliance with internal approval processes and delegation limits. Track and follow up on outstanding POs where required. 6. Supplier Onboarding & Compliance Volume: 5-8 per month Coordinate onboarding of new suppliers not on the approved supplier list. Ensure all required documentation (e.g., ABN, insurance, compliance checks) is completed before payment. Liaise with Finance to ensure adherence to internal controls (e.g. Eftsure verification). 7. Event & Training Coordination Volume: 5-8 per month Arrange bookings for seminars, conferences, and relevant industry events. Manage registrations, confirmations, and related logistics. 8. Accounts Payable Support Provide backup support to the Accounts Payable function as required. Any tasks assigned. Requirements What You Bring We’re looking for someone with: Strong attention to detail and accuracy in data entry and financial processing. Good understanding of internal controls, compliance, and approval workflows. Strong organizational skills with the ability to manage multiple tasks. Effective communication skills to liaise with internal stakeholders and suppliers. Benefits Why You’ll Love Working Here HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents). Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary). Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!. Let’s Talk If you’re thinking “this sounds like me”—it probably is. Click apply. We can’t wait to meet you.