Admin and Finance Manager (001-0344) at Hunt St

, , Philippines -

Full Time

Start Date

Immediate

Expiry Date

12 Jan, 26

Salary

2000.0

Posted On

14 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Job Management, Customer Service, Invoicing, Office Administration, Compliance, HR Support, Inventory Coordination, Finance, Accounting, Analytical Skills, Communication, Problem Solving, Organizational Ability, Technical Proficiency, Relationship Management, Work Ethic

Industry

Staffing and Recruiting

Description

Looking for Filipino (Philippines-based) candidates Job Role: Admin and Finance Manager Compensation range: $1,500 AUD - $2,000 AUD / Monthly Engagement type: Independent Contractor Agreement Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, 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: A Darwin-based electrical, airconditioning, gate and roller door company providing installation, repair, and maintenance solutions for both residential and commercial clients. The company also imports a large quantity of stock from overseas and has its own Brand on products. The business delivers high-quality workmanship across electrical systems, cooling solutions, and automation services, with a strong focus on reliability, safety, and customer satisfaction. Role Overview: The Admin and Finance Manager plays a central role in managing day-to-day administrative, financial, and operational functions. This position ensures that all business processes from job scheduling and invoicing to compliance, payroll, and reporting run efficiently and accurately. The ideal candidate will be detail-oriented, financially savvy, and experienced in coordinating multiple moving parts in a trade or service-based business. This role supports both the office and field teams, ensuring smooth coordination between clients, technicians, and management while maintaining financial accuracy and compliance. Key Responsibilities: 1. Job Management & Scheduling Use Tradify, Xero, and Lightyear to create and manage jobs from email requests or purchase orders. Allocate jobs to the correct staff and schedule technicians efficiently using Google Maps to minimize travel time. Track job progress, coordinate with contractors, and update clients or supervisors on timelines and delays. Ensure all required parts are ordered and properly linked to jobs. 2. Customer Service Handle client calls and emails for job requests, quotes, and service inquiries. Maintain up-to-date client contact records and ensure all communication is properly logged. Follow up with customers after job completion to confirm satisfaction, collect feedback, and process payments. Manage email updates and review requests, escalating negative feedback to management when necessary. Support online marketing by preparing Facebook posts and photo uploads for review. 3. Invoicing, Quotes, and Payments Prepare and send quotes and invoices to clients and update pricing templates as needed. Upload and reconcile supplier and contractor invoices in Xero and job software — ensuring every invoice has a valid job or purchase order number. Record payments, follow up on overdue accounts, and perform account reconciliations. Manage purchase orders and allocate transactions accurately within Xero. 4. Office Administration Maintain organized digital and physical records (certificates, job reports, WHS documents). Prepare management reports such as job completion rates and financial summaries. Manage and update passwords and login details. Upload payments to Xero and prepare bank files for management approval. 5. Compliance & Safety Keep company and staff licenses, insurance, and safety documentation up to date. Maintain SWMS, risk assessments, and incident reports. Track and record staff training and certifications. Streamline OHS documentation to ensure ease of use for field staff. 6. HR & Payroll Support (depending on company size) Process staff timesheets and support payroll preparation. Assist with onboarding new staff, including paperwork, induction packs, and uniforms. Maintain employee records, leave balances, and policy documentation. Promote company values, update internal policies, and support management in identifying new revenue opportunities. 7. Inventory & Supplier Coordination Create purchase orders and liaise with suppliers as required. 8. Finance & Accounting Admin staff with finance capability play a critical role in the company’s financial flow: Accounts Receivable (AR) Prepare and send quotes, invoices, and progress claims. Record incoming payments (bank, EFT, card). Follow up on overdue accounts and manage debt collection politely but firmly. Maintain an accurate aged receivables report. Accounts Payable (AP) Enter and reconcile supplier invoices and purchase orders to XERO and TRADIFY jobs. Ensure accurate job cost coding (materials, subcontractors, overheads). Manage payment runs and maintain supplier relationships. Payroll & Timesheets Process timesheets for technicians and admin staff. Track leave, overtime, and allowances. Assist with superannuation and PAYG reporting (in coordination with the bookkeeper or accountant). Financial Reporting & Reconciliation Perform bank reconciliations and ensure all financial data in Xero is accurate and up to date. Monitor profit and loss statements and analyze financial performance to identify areas of improvement or loss. Generate monthly financial summaries, including income vs. expenses and job profitability reports. Support management with budget tracking, forecasting, and cost-control initiatives (including import-related expenses). Liaise with the external accountant or BAS agent for BAS, payroll tax, and end-of-year financial preparations. Provide financial and administrative insights to management and assist in preparing quarterly performance reports. Help improve and streamline office systems and software integrations between job management and accounting platforms. Revenue Monitoring Track income by service category (e.g., despatch, gate service, roller door service, installation, contractors, individual staff performance levels). Analyse job profitability and cost margins. Provide management with monthly revenue breakdowns and trends. Sales & Upsell Support Identify repeat service opportunities (e.g., preventative maintenance, upgrades, service plans). Develop service contracts to be sent through to clients. Assist with quoting follow-ups to convert leads into confirmed jobs. Maintain a pipeline report for open quotes and proposals. Contract & Recurring Revenue Manage service agreements and maintenance contracts once developed. Schedule and invoice recurring jobs (e.g., quarterly maintenance). Monitor contract renewals and notify clients before expiry. Performance Analysis Support management with KPI tracking (average revenue per job, technician utilization, gross margin, etc.). Recommend improvements to pricing structures or service offerings based on data. Generate revenue forecasts for budgeting and strategic planning. Gather and assess new possible revenue streams for the business, new markets and clientele. Required Skills and Qualifications: Education & Experience: Bachelor’s degree in Accounting, Finance, Business Administration, or a related field, or equivalent professional experience. Experience: 3–5 years in administrative or finance management, ideally within a trade, construction, or service-based business. Technical Proficiency: Strong working knowledge of Xero, Tradify, and Lightyear, or similar job management and accounting systems. Software Skills: Proficient in Microsoft Office (Excel, Word, Outlook, OneDrive) and Google Workspace. Financial Expertise: Proven experience in accounts payable, accounts receivable, bank reconciliations, and basic payroll processes. Compliance Knowledge: Familiar with Australian payroll, superannuation, WHS, and licensing requirements. Analytical Skills: Ability to interpret financial data and create clear, actionable reports. Organizational Ability: Excellent time management and multitasking skills; able to handle multiple priorities and stakeholders efficiently. Communication: Strong written and verbal communication skills, with a professional and approachable demeanor. Relationship Management: Skilled at building and maintaining strong relationships with clients, suppliers, and internal teams. Problem Solving: Proactive and resourceful; identifies inefficiencies and suggests practical process improvements. HR Support: Experience with onboarding, HR documentation, and policy management is an advantage. Work Ethic: Capable of working both independently and collaboratively in a fast-paced, dynamic environment. Preferred Qualifications: Experience supporting senior management or directors. Familiarity with Australian accounting and compliance practices (BAS, payroll tax, EOFY). Background in operations coordination or business support for trade services (electrical, HVAC, construction, or maintenance industries). High level of initiative, integrity, and reliability. Comfortable handling confidential information with discretion. Work Arrangement & Expectations: This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to: Be available for meetings and collaboration during core [AEST or PHT] business hours Disclose any existing ongoing roles or client work Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)

Responsibilities

The Admin and Finance Manager is responsible for managing day-to-day administrative, financial, and operational functions, ensuring efficient business processes. This role supports both office and field teams, coordinating between clients, technicians, and management while maintaining financial accuracy and compliance.