Finance & Operations Executive Assistant | Xero, Payroll & Onboarding

Flexi-Tribe is looking for an experienced and highly detail-oriented Finance & Operations Executive Assistant to provide full-time remote support to one of our Australian clients operating across labour hire, mining, power generation, maintenance and industrial services.

This is not a general VA role. The successful candidate will take ownership of three key areas: weekly invoicing, payroll administration and employee onboarding/compliance.

A high level of accuracy and attention to detail is essential. You will work across multiple clients, projects, employee rates, allowances and industry-specific requirements, so we need someone who checks their work thoroughly, follows processes and ensures nothing is missed.

Key responsibilities include:

• Preparing weekly client invoices in Xero
• Checking rates, allowances, reimbursements and on-chargeable expenses
• Reviewing Outlook emails to ensure all invoice-related costs and instructions are captured
• Ensuring supporting documentation and attachments are included
• Preparing and checking weekly payroll information
• Identifying discrepancies before payroll/invoices are finalised
• Creating and maintaining employee files
• Preparing letters of offer and employment contracts
• Collecting licences, tickets, certificates and onboarding documents
• Updating training/compliance matrices
• Following up outstanding employee documentation
• Supporting mobilisation and onboarding requirements across mining, power generation and industrial projects
• Maintaining accurate electronic records and filing systems
• Managing tasks through Microsoft Planner and Microsoft 365
• Following documented SOPs and checklists
• Proactively escalating missing or unclear information

The main invoicing and payroll workload occurs Monday and Tuesday each week, with the remainder of the week focused on onboarding, employee administration and general operational support.

You will be supported by the wider Flexi-Tribe operations team and provided with documented processes and SOPs. Quality assurance and spot checks will initially form part of the onboarding process to ensure a high standard of delivery.

We are looking for someone who takes ownership of their work and does not simply mark a task complete. You should naturally ask yourself:

Have I checked everything? Is anything missing? Is this accurate? Does anything need to be followed up?

Experience within Australian labour hire, mining, construction, trades, recruitment, mobilisation or workforce administration will be highly regarded.