Finance & Operations Support Coordinator

The role owns the core accounts payable and bookkeeping workflows, reconciliations, and finance
administration, while also providing rostering support and extended-hours operational phone
coverage across the operating day. Client's external accountant is retained for advisory only; the
transactional finance work sits with this role.

Operating hours
This role operates on an extended-hours basis, 7:00am to 7:00pm (Client time), which is a core feature
of the position. The extended span provides operational phone and rostering coverage across the full
service delivery day, alongside the core finance workload. The finance work makes up the majority of
the role, with rostering and operational support taking approximately 12 to 15 hours per week.

Key responsibilities
Finance & Bookkeeping (primary focus)
● Own and process the full accounts payable cycle, from supplier invoices through to payment
preparation
● Perform day-to-day bookkeeping and finance administration in house
● Reconcile supplier invoices, statements, and payments
● Complete Xero reconciliations and maintain finance spreadsheets
● Manage the finance inbox, filing, and record-keeping systems
● Support the weekly cash flow reconciliation and maintain the rolling cash flow forecast
● Track operational expenditure and payment schedules
● Prepare payment batches for approval and support payroll administration as directed
● Maintain accurate finance records and supporting documentation to a high standard
● Work to Alya's processes and SOPs, with the external accountant retained for advisory
matters only

Rostering & Operational Support (overflow focus, approx. 12–15 hours per week)
● Provide rostering administration support within Nightingale
● Assist with schedule changes, shift coordination, and shift fill activities
● Communicate with support workers on roster matters
● Process and reconcile timesheets, including chasing missing notes and resolving geolocation
exceptions
● Provide extended-hours and weekend operational phone coverage
● Escalate urgent operational matters appropriately
● Maintain accurate records and communication logs, and support operational continuity

Behavioural expectations
● Strong bookkeeping and reconciliation capability with high numerical accuracy
● High attention to detail and strong organisational and time management skills
● Able to manage a high-volume, repetitive administrative workload accurately
● Responds in a timely and professional manner across an extended operating day
● Maintains confidentiality and professionalism, particularly with finance information
● Follows structured processes and SOPs, and shows initiative within a defined scope
● Works collaboratively across finance and operations
● Comfortable in a fast-paced operational environment

Role criteria
Essential
● Solid experience in bookkeeping and accounts payable, able to run the function
independently
● Strong reconciliations and spreadsheet management experience
● Xero experience
● Strong administrative experience and high computer literacy
● Strong written and verbal English communication skills
● Ability to work autonomously in a remote environment across extended hours
● Confident with finance systems and Microsoft Excel
● Availability to work the 7:00am to 7:00pm operating span

Desirable
● Cash flow reconciliation or forecast administration exposure
● Rostering or scheduling experience
● Nightingale experience
● Employment Hero experience
● Experience in healthcare, disability, or aged care administration
● Experience supporting Australian businesses remotely