Remotely

Business Operations

• Coordinate meetings, prepare agendas, collate information, and record actions
• Prepare professional proposals, reports, presentations, and internal communications
• Coordinate travel arrangements, accommodation, itineraries, and bookings
• Maintain task lists, trackers, registers, and business records
• Liaise with employees, suppliers, consultants, recruiters, and external stakeholders
• Research and source information to support business decisions and projects
• Coordinate day-to-day business activities and improvement projects
• Follow up outstanding operational actions and ensure deadlines are met
• Assist with implementing and documenting new systems, processes, and procedures
• Identify administrative gaps and inefficiencies and suggest practical improvements
• Support fleet administration, office administration, internal events, and general business requirements
• Assist with HR administration, employee documentation, recruitment, onboarding, and offboarding
• Maintain employee records, training records, licences, qualifications, and compliance documentation
• Support marketing activities, including content coordination, social media scheduling, and external marketing providers
• Coordinate photographers, videographers, consultants, and other marketing suppliers
• Assist with sourcing information, photographs, and content for marketing activities
• Coordinate information across Operations, Accounts, Estimating, Sales, and Marketing
• Support new projects, business events, supplier research, and other cross-functional initiatives
• Work closely with senior leadership and support multiple areas of the business
• Take ownership of tasks from start to finish and proactively follow up outstanding actions
• Raise issues, missing information, and potential delays early
• Keep priorities, deadlines, documents, and follow-ups organised
• Contribute to the development and improvement of systems, processes, and procedures
• Anticipate what information or action may be needed next

Senior Executive Assistant – Business Operations

Billing Specialist

• Prepare and issue customer invoices based on completed works, job sheets, project stages, purchase orders, and approved billing information
• Prepare and submit progress claims according to client and contractual requirements
• Maintain project billing records, including contract values, invoices, claims, variations, and completed but unbilled work
• Track required purchase orders and ensure information is recorded correctly
• Record approved variations and include billable variations in invoicing
• Maintain customer accounts, allocate receipts, issue statements, and support debtor follow-up
• Communicate with clients about outstanding invoices and billing queries
• Complete the finance component of new client onboarding and maintain Xero records
• Verify client legal entity details, ABN, billing contacts, payment terms, and purchase-order requirements
• Enter client call-ups and project or finance information accurately and promptly
• Support month-end reporting through billing information, reconciliations, and finance records
• Identify missing information, discrepancies, and potential billing issues and follow them through to resolution
• Maintain consistent information across Xero, project trackers, Pipedrive CRM, and other systems
• Identify recurring issues and suggest improvements to finance and billing processes
• Work closely with the Finance Manager and wider finance, operations, and management teams

Senior Executive Assistant – Business Operations

Accounts, Project Billing Coordinator