Senior Office Administrator – Xero

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Pear Tree.

WebsiteLinkedInAll Job Openings

1 - 10 employees

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

Pear Tree is a Melbourne‑born offshore recruitment and hiring services company that connects Australian, US, and UK businesses directly with skilled offshore professionals (primarily from the Philippines) without agency markups. They provide end-to-end hiring support — sourcing, screening, skills assessments, video interviews, reference checks — and offer payroll, Employer‑of‑Record, and compliance assistance plus a six‑month replacement guarantee. Pear Tree recruits across IT, sales & marketing, finance, creative, admin and operations roles, emphasizing cost savings, direct pay to talent, and secure onboarding workflows.

📋 Description

• Maintain accurate and up-to-date records within Xero • Process and correctly code supplier invoices • Complete daily reconciliation of incoming customer payments • Monitor accounts payable, supplier due dates, accounts receivable and outstanding customer invoices • Prepare supplier payment schedules for management approval; the Director retains final approval over supplier payment batches • Reconcile supplier statements and investigate discrepancies • Send customer statements and payment reminders; follow up overdue accounts and escalate where required • Prepare weekly customer invoices and maintain accurate invoicing records • Assist with BAS and bookkeeping information for the external bookkeeper/accountant • Support cashflow monitoring and reporting • Review employee timesheets, hours, job allocations, overtime and allowances • Prepare weekly payroll and payment files within Xero for final management approval • Finalise payroll records, issue payslips and assist with superannuation processing • Maintain employee and payroll records • Manage incoming calls, emails, correspondence, the Director's inbox, calendars, appointments, site inspections and reminders • Prepare information for quote meetings and assist with new client onboarding • Maintain company records, registers and filing systems • Track outstanding tasks and proactively follow up required actions • Create and maintain job files from quote acceptance through completion • Assist with scheduling labour, plant, equipment, trucks and subcontractors • Coordinate deliveries, waste removal and site requirements • Assist with permits, inspections and project administration • Review job sheets, track project progress and support work-in-progress reporting • Prepare upcoming projects and maintain job and operational information in company systems • Prepare and maintain project-specific WHS documentation, including SWMS, inductions and compliance records • Maintain registers for licences, insurances, permits, registrations and certifications • Monitor expiry dates and coordinate renewals before deadlines • Maintain employee licences, competencies, inductions, training records and subcontractor compliance documentation • Keep company documentation organised, current and accessible

🎯 Requirements

• Previous experience as an Office Administrator, Accounts Administrator, Bookkeeper or similar • Strong practical Xero experience – essential • Experience with accounts payable and accounts receivable • Experience completing bank/payment reconciliations • Previous payroll administration experience • Strong Microsoft Excel skills • Excellent written and verbal English • Exceptional organisation and attention to detail • Ability to manage recurring daily and weekly deadlines • Comfortable following up customers, suppliers and employees for outstanding information • Ability to identify discrepancies rather than making assumptions • Proactive working style with the ability to operate independently • Previous experience supporting an Australian construction, demolition, excavation, waste management or trades business (highly desirable) • Australian Xero and payroll experience (highly desirable) • Familiarity with WHS and construction compliance documentation (highly desirable) • Experience coordinating field staff, vehicles, equipment or project schedules (highly desirable) • Experience supporting a business owner or Director directly (highly desirable)

🏖️ Benefits

• Public holidays in AU • Additional time off at owner's discretion