Bookkeeper and Administration Co-ordinator

“Otic” means smart people doing smart work, together.

We are a wholly owned Australian company based in Melbourne committed to helping our clients design and build intelligent technology solutions that unlock value in their business.

OTIC Group was formed to provide talented industry technology professionals an opportunity to work with some of the most prominent companies in Australia, while working alongside incredibly talented peers in an exciting, dynamic young company.

Through substantial growth, we’re seeking an experienced and highly organised Finance, Payroll & Office Administrator to support our growing technology consulting business. This is a hands-on role covering bookkeeping, payroll, invoicing, financial administration, HR coordination and general business support.

The position would suit someone who enjoys taking ownership, working independently and ensuring that important administrative processes are completed accurately and on time.

The role is part-time, approximately 2.5 to 3 days per week.

Some of your tasks will include:

• Maintain accurate financial records in Xero, including coding expenses and considering relevant GST and FBT treatment.
• Complete bank, credit card and other balance-sheet reconciliations.
• Prepare accurate client invoices and maintain supporting documentation.
• Monitor accounts receivable, follow up overdue invoices and maintain outstanding debt reports.
• Assist with accounts payable, supplier invoices, employee reimbursements and payment preparation.
• Support month-end financial processes and provide information required by Otic’s external accountants.
• Assist with the preparation of monthly management reports, financial reports, board reports and other business reporting packs.
• Process monthly and, where required, fortnightly payroll through Xero Payroll.
• Maintain accurate payroll records and ensure compliance with applicable Australian employment and statutory requirements.
• Administer PAYG withholding, payroll tax, superannuation contributions and Single Touch Payroll reporting.
• Review outstanding employee timesheets in Talented Team and follow up employees by email or telephone to ensure timesheets are submitted on time.
• Administer annual leave, personal leave, long service leave and other employee entitlements.
• Monitor Employment Hero to ensure employees correctly record leave and follow up outstanding or incomplete entries.
• Respond to employee enquiries regarding payroll, leave, timesheets and other administrative matters.
• Maintain employee information and documentation in Employment Hero.
• Prepare employment contracts, variations, correspondence and other employee documentation.
• Support employee onboarding and offboarding processes.
• Assist with recruitment administration and maintaining candidate and employee records.
• Provide general administrative and operational support to the two Directors.
• Respond professionally to administrative and finance-related enquiries from employees, clients and suppliers.
• Undertake occasional telephone follow-ups with employees regarding timesheets, leave, payroll and other administrative requirements.
• Maintain confidentiality when handling sensitive employee, client and financial information.

The systems used include Xero Accounting, Xero Payroll, Employment Hero, and Microsoft Office.

Skills and Experience

• Demonstrated bookkeeping and payroll experience, including strong working knowledge of Xero.
• Experience processing Australian payroll and an understanding of PAYG withholding, superannuation, payroll tax and statutory compliance obligations.
• Experience with invoicing, accounts receivable, accounts payable and financial reconciliations.
• Experience using Employment Hero or a comparable HR information system would be advantageous.
• Sound understanding of GST and general awareness of FBT requirements.
• Strong Excel and financial reporting skills.
• Excellent attention to detail and a commitment to accuracy.
• Strong organisational and time-management skills, with the ability to manage competing priorities.
• Clear and professional written and verbal communication skills.
• Confidence following up employees, clients and suppliers when information or action is outstanding.
• Ability to work independently, exercise sound judgement and take ownership of recurring processes.
• A high level of discretion when dealing with confidential employee and financial information.

About You

You will be dependable, practical and comfortable working across a varied range of responsibilities. You will take the initiative to follow matters through, identify issues before they become problems and ensure that payroll, invoicing, employee records and financial administration remain accurate and up to date.