AU Bookkeeping and Finance Admin | AU | WFH/Hybrid

 What You’ll Do 

Key Responsibilities

Invoicing, Billing & Order Processing

• Enter and process customer and store orders manually into the accounting / order-management system, ensuring accuracy of products, pricing, quantities and terms.
  
• Generate and issue invoices to retailers, including sending individual invoices weekly to retailers not on EDI systems.
  
• Pay off individual Shopify invoices — currently several hundred per month, with anticipated growth into the thousands; accurately and on time.
  
• Respond to general accounts email correspondence, including sending invoices and statements to retailers and answering routine account queries.
  

Bank Reconciliation, Rebates & Credit Notes

• Settle bank reconciliations with a high level of attention to detail — balancing and settling rebates and credit notes and then reconciling the associated funds.
  
• Upload customer rebates into the accounting system, and issue credit notes to retailers as required.
  
• Match incoming payments and remittances against invoices, and reconcile store and retailer payments on a monthly, weekly or fortnightly basis as required.
  
• Track BL returns from retailers and ensure all associated costs are accurately captured and reflected in the accounts.
  
• Maintain the accounts-receivable ledger and follow up on outstanding or overdue balances.
  
  

Statements, Month-End & Reporting

• Prepare retailer statements and submit them to the Finance Manager for review and verification before they are forwarded to retailers at the beginning of each month, and then as requested (weekly or fortnightly) to reconcile against retailer payments.
  
• Prepare monthly reconciliation summaries clearly identifying short-payments, over payments, deductions, credits and unmatched items.
  
• Support the CFO and Finance Manager through month-end close by ensuring all orders, invoices, rebates and payments for the period are captured and reconciled.
  

General Finance & Administration

• Complete ad-hoc bookkeeping jobs as required.
  
• Maintain accurate financial and transactional records, files and supporting documentation.
  
• Assist with data entry, filing, and preparation of routine finance and administrative reports as the function and customer base grow.
  

Exceptions & Reconciliation Outliers

• Because rebates, credit notes, returns and payments are all interlinked, a single reconciliation item can carry several connected exceptions. Handling these outliers carefully — rather than letting them accumulate is central to the role:
  
• Identify and investigate items that don't reconcile cleanly — short-payments, over payments, unapplied credits, rebate mismatches, duplicated or unmatched remittances, and returns whose costs are not fully captured.
  
• Trace linked transactions end-to-end (invoice → rebate → credit note → return → payment) so an adjustment in one place is correctly reflected in the others.
  
• Resolve straightforward exceptions directly with retailers where appropriate, and escalate unresolved or material outliers to the Finance Manager and CFO with clear supporting detail.
  

Interchangeability & Coverage

• Both positions carry the same title and the same full remit by design. Each Coordinator is trained and expected to perform every part of the role, so the two are genuinely interchangeable rather than specialized. This is the core reason two people are being hired: to guarantee continuous coverage of order processing and monthly reconciliation regardless of leave, illness or staff turnover.
  
• Day to day, the pair can divide the live workload between them however is most efficient, but neither person owns a task the other cannot pick up. At any time, either Coordinator can step in and complete the full order-to-cash and reconciliation cycle on their own, so month-end and the flow of statements to retailers are never held up by a single point of failure.