Construction Finance & Administration Virtual Assistant (Xero & Buildxact Specialist)

We are looking for an experienced Construction Finance & Administration Virtual Assistant to support an Australian construction business managing residential and commercial projects.

This is not a basic data-entry role. We need someone who can confidently manage financial and project administration, reconcile invoices and purchase orders, track project costs, maintain budgets, and identify discrepancies independently.

The ideal candidate will have strong hands-on experience using Xero and Buildxact, as well as advanced skills in Excel and Google Sheets. Previous experience supporting an Australian construction or building business is highly desirable.

Key Responsibilities
Accounts Payable & Invoice Management
Manage supplier invoices and accounts payable processes.
Match supplier invoices against purchase orders in Buildxact.
Check quantities, pricing, and invoice values for discrepancies.
Investigate and flag incorrect, duplicate, or unusual transactions.
Ensure invoices are processed accurately and within required timeframes.
Maintain accurate supplier records and supporting documentation.
Project Costing & Budget Management
Allocate costs to the correct projects and budget categories.
Maintain and update project cost information in Buildxact.
Monitor project budgets and assist with cost tracking.
Update and maintain purchase orders.
Identify discrepancies between purchase orders, invoices, budgets, and actual costs.
Maintain accurate project financial records.
Xero & Financial Administration
Assist with Xero reconciliations and general financial administration.
Maintain accurate financial records and transaction information.
Support accounts payable and project-related financial processes.
Assist with identifying and resolving reconciliation discrepancies.
Cash Flow & Financial Reporting
Assist with maintaining 8-week and 12-month cash-flow forecasts.
Update financial spreadsheets accurately without affecting existing formulas.
Maintain Excel and Google Sheets used for project and financial reporting.
Assist with tracking financial information and identifying unusual movements or discrepancies.
General Construction Administration
Maintain accurate supplier, project, and financial records.
Support general finance and construction administration.
Manage multiple projects, deadlines, and financial priorities.
Identify opportunities to improve existing financial and administrative processes.
Handle confidential financial and business information professionally and securely.
Initial Priorities

The successful candidate will initially focus on:

Taking ownership of accounts payable.
Matching supplier invoices to purchase orders.
Maintaining accurate project costs in Buildxact.
Updating 8-week and 12-month cash-flow forecasts.
Supporting Xero administration and reconciliations.
Keeping project budgets and financial information up to date.
Identifying discrepancies and improving existing processes.

What We're Looking For
Strong hands-on experience using Xero.
Strong hands-on experience using Buildxact.
Previous experience in construction finance, construction administration, or bookkeeping for a construction/building company.
Experience managing accounts payable and supplier invoices.
Experience matching invoices against purchase orders.
Experience with project cost allocation and budget tracking.
Experience maintaining project costs and financial information.
Experience with cash-flow forecasting.
Strong Excel and Google Sheets skills.
Ability to update complex spreadsheets without breaking formulas.
Excellent attention to detail and accuracy.
Strong analytical and problem-solving skills.
Ability to identify errors and discrepancies rather than simply entering data.
Highly organised and able to manage multiple projects and deadlines.
Ability to work independently with minimal supervision.
Excellent written English and communication skills.
Reliable, trustworthy, and professional when handling confidential information.

Highly Regarded
Experience supporting an Australian construction or building company.
Experience with residential and commercial construction projects.
Construction bookkeeping experience.
Experience with project costing and job costing.
Experience managing multiple construction projects simultaneously.
Experience improving finance or administrative processes.

Application Questions

To help us shortlist qualified candidates, please answer the following:

How many years of experience do you have in construction finance, bookkeeping, or administration?
How many years of hands-on experience do you have using Xero? What tasks have you personally completed using the platform?
Do you have hands-on experience using Buildxact? Please describe the tasks you have completed, such as purchase orders, supplier invoices, project costing, or budget tracking.
Have you worked for an Australian construction or building company? Please describe the type of business and projects you supported.
Do you have experience matching supplier invoices against purchase orders and identifying pricing, quantity, or cost discrepancies?
What experience do you have with project costing, job costing, and budget tracking?
Have you prepared or maintained cash-flow forecasts, such as short-term or long-term forecasts? Please describe your experience.
How would you rate your Excel and Google Sheets skills? Have you worked with complex financial spreadsheets and formulas?

Important: We are specifically looking for candidates with practical experience using both Xero and Buildxact. Candidates should be able to confidently demonstrate their experience with project costing, accounts payable, invoice reconciliation, and financial administration during the interview process.