Accounts, Compliance & Admin Coordinator

Part time | 15 to 20 hours per week | Fortitude Valley

Part-time, approximately 15 to 20 hours per week.

The hours can be structured flexibly across the week, with some fixed weekly commitments including the supplier payment run and income reconciliation, as well as a recurring monthly and quarterly cycle.

We are looking for an experienced Accounts and Compliance Coordinator to take ownership of the finance, administration and compliance function behind a busy catering and events business.

This is a standalone role with real autonomy. You will manage accounts payable and receivable, payroll, event billing, bookkeeping and food safety compliance administration, while keeping a close eye on the cash position and reporting on what you are seeing.

The processes are established and documented, and you will inherit them through a structured handover from our outgoing coordinator. We are looking for someone who wants to take genuine ownership of the function, not simply work through a task list, and who will continue to develop and improve the systems they inherit rather than simply maintain them.

• Process supplier bills and submitted receipts from email into Hubdoc

• Publish supplier bills from Hubdoc into Xero

• Prepare the weekly supplier payment run

• Process supplier payments through online banking

• Manage the full payment lifecycle for every booked event

• Confirm deposits have been received following contract signature and follow up where required

• Create and manage scheduled payment milestones, including 60 day, 30 day, finalisation and invoicing dates

• Issue instalment invoices in line with each event’s payment schedule

• Issue final invoices once event finalisation is complete and follow up with Sales where finalisation is outstanding

• Monitor issued invoices to ensure payment is received

• Reconcile incoming payments against invoices

• Mark invoices as paid in Xero on receipt of funds or remittance advice

• Follow up unpaid and overdue invoices

• Weekly payroll

• Process timesheets from Deputy into Xero

• Create, publish and process pay runs in Xero

• Process payroll payments through online banking

• Manage PAYG withholding transfers and superannuation payments

• Onboard new employees through Xero and sync or add them to Deputy

• Issue Slack invitations as required

• Issue employee contracts as required

• Issue employee vehicle agreements as required

• Transfer incoming funds to the Deposits account and allocate them to the relevant event

• Reconcile income and transfer funds from the Deposits account to meet upcoming payments

• Monitor and report on cashflow and balances across holding accounts, including Deposits, BAS and rent

• Track incoming and outgoing funds through the business dashboard

• Reconcile the Xero file and maintain accurate GST treatment and general ledger coding

• Run and clear the uncoded statement lines report monthly to identify and resolve outstanding transactions

• Complete the monthly file check ahead of BAS preparation, which is handled externally

• Maintain an active understanding of the cash position across multiple holding accounts, including what is committed versus available, and flag pressure before it becomes a problem

• Maintain an overall working knowledge of HACCP and Brisbane City Council food licence requirements

• Maintain the compliance calendar and ensure operational teams are completing required records

• Liaise with our external Brisbane City Council third party auditor and HACCP auditor

• Attend all scheduled food safety audits

• Act as the internal point of contact for food safety matters

• Periodically monitor compliance paperwork, including internal audits

• Follow up with operational teams where compliance records require attention

• Formal bookkeeping qualifications are highly desirable, ideally a Certificate IV in Accounting and Bookkeeping or equivalent

• Solid hands on experience running accounts end to end within a small business

• Experience within hospitality, events or catering would be particularly valuable

• Substantial practical experience will be considered in place of formal qualifications

• Strong Xero skills, including payroll

• Confidence processing payments through online banking

• The judgement to actively monitor cashflow across multiple holding accounts, understand what is committed versus available and flag potential pressure before it becomes a problem

• Strong knowledge of GST treatment and general ledger coding

• A track record of improving the processes and systems you inherit, not simply running them

• Excellent attention to detail and accuracy

• Self directed and comfortable working autonomously

• The organisation and discipline to manage a recurring calendar of weekly, monthly and quarterly deadlines without close oversight

• Comfortable dealing directly with suppliers, staff, clients and external food safety auditors

• Familiarity with HACCP or local council food safety licensing. We will train the right person

• Experience with deposit based or milestone billing

• Exposure to Hubdoc, Deputy, Function Tracker or Puree

Xero, Hubdoc, Deputy, Function Tracker, Puree, Slack, Annature and online banking.

A genuinely flexible part time role with clear ownership and real autonomy.

You will inherit established processes, a thorough handover and written SOPs from our outgoing coordinator, while having the scope to develop and improve the systems and shape how the function runs.