Finance Assistant

Founded in New Zealand in 2017, Timescapes is changing how construction teams build, helping them work faster, safer and smarter, with complete transparency across every project. Our own hardware and software keep projects on schedule and give everyone involved a clear view of what's happening on site. We're a hardware and SaaS business of around 50 people, growing fast across New Zealand, Australia, Canada and the US.

That growth is why this role exists. You'll report to our Financial Controller and be the backbone of our day-to-day financial operations: keeping our books accurate, our customers billed correctly, and our accounts inbox running smoothly. This is a hands-on, generalist role well suited to someone with solid bookkeeping foundations who wants to take ownership and grow their skills across billing, reporting, and financial operations as we scale. As we grow, this role progressively brings more financial responsibilities in-house.

Accounts Payable

• Process supplier invoices accurately and on time, ensuring correct coding and approval.
• Prepare and execute payment runs (weekly/fortnightly), obtaining appropriate approvals.
• Monitor the accounts payable inbox and respond to supplier queries professionally.

Accounts Receivable & Billing

• Take end-to-end ownership of the customer billing cycle, working closely with Sales and Customer Success to ensure accuracy and timely payments.
• Own and manage subscription billing and invoicing through Chargebee and HubSpot, ensuring charges reflect contracted terms.
• Perform daily reconciliations between HubSpot, Chargebee and the Timescapes platform to ensure revenue/billing is being tracked and reported on in an accurate and timely manner.
• Generate and send monthly customer statements; follow up on outstanding balances professionally and promptly.
• Manage cash receipts, allocate incoming payments correctly, and reconcile to the accounts receivable ledger.
• Own the accounts inbox - billing queries, invoice amendments, credits, and refunds.
• Full ownership for monitoring and reporting on accounts receivable ageing; escalating overdue accounts with Customer Success and Product using the Timescapes framework, ensuring that Timescapes remains within the expected DSO targets.

Reconciliations & Close

• Reconcile Xero bank accounts daily, ensuring transactions are correctly coded to the chart of accounts.
• Perform weekly reconciliations between Xero and Chargebee to ensure completeness and accuracy.
• Support the month-end and year-end close process, ensuring all accounts are reconciled and balances are accurate.
• Prepare intercompany reconciliations to ensure intercompany accounts balance at month end.
• Recognise prepayments and add them to the reconciliation document.

Tax & Compliance

• Prepare GST returns accurately and on time for the New Zealand entity for review.
• Review myIR regularly for outstanding GST and PAYE payments, loading these well in advance of the due date.
• Check expense claims for coding or GST errors.

Fixed Assets

• Manage the fixed asset register, including additions, disposals, and depreciation schedules.

Process & Improvement

• Set up automated processes, actively seeking and implementing ways to improve.
• Share knowledge of tools and processes with the rest of the team.
• Identify opportunities to implement new tools and processes to build efficiencies within workflows.

• This is not a purely transactional data-entry role. You will own processes end-to-end and be trusted to improve them, not just follow them.
• This is not a management role. It is a hands-on individual contributor position, though it has clear room to grow as the finance function scales.
• This is not a role for someone who wants rigid, unchanging processes. We are still building, and you will help shape how finance runs.
• This is not a strategic finance or FP&A role. Forecasting, budgeting, and financial strategy sit with our Financial Controller and vCFO - though you will work closely with them and learn from that work.

Profile and Experience

• 3+ years of bookkeeping experience, ideally within a small to medium business and/or startup environment.
• Experience with Chargebee and HubSpot preferred.
• Familiarity with SaaS metrics and business models preferred.
• Strong technical accounting knowledge and experience.
• Highly proficient with Xero.
• Experience managing accounts payable and accounts receivable end-to-end.
• Comfortable handling multi-currency transactions (NZD, AUD, USD, CAD).
• Strong working knowledge of modern AI tools (e.g. ChatGPT, Claude), with a demonstrated ability to use them to work more efficiently and improve finance processes.
• Proficient with Microsoft Excel or Google Sheets for financial data and reconciliations.
• Willing to offer some time zone flexibility, as this role works with our North American and Australian operations (customers, suppliers, and internal teams across US, Canada and Australia).
• High attention to detail and a commitment to accurate, high-quality work.
• Good communication and interpersonal skills.
• Proven ability to work independently and manage multiple priorities in a fast-paced environment.
• Professional and clear written communication, comfortable engaging with customers and suppliers.

Our team tells us what they value most: the people, the product, the trust, and the opportunity to do work that actually matters. We have built that culture deliberately and we look for it in every hire we make.

If you are looking for a place where your work ships into the real world, where the team is small enough that your contributions matter, and where the mission is clear, we would love to hear from you.

• Competitive salary aligned to experience and the Auckland market. 
• Health insurance and 
• 5% KiwiSaver contribution
• EAP and wellbeing support
• Enhanced Parental Leave Benefits

Customer value comes first
Our ability to succeed as a business is directly connected to the value we deliver to customers. To create value for them, we need to first understand them really well.

Act with intent
Great outcomes aren't achieved by accident, but rather through thoughtful and deliberate action. We think critically, and everything that we do, we do for a reason.

1% better every day
While reliability is important, it can also make us complacent. Relentless and rapid improvement is essential if we want to earn the right to keep growing our business. What seems like a small improvement each day compounds over time.

Simple, but not easy
We always strive to achieve simplicity, whether in the solutions we create for customers, the processes we build, or our communications within the company. However, we don't shy away from complexity, and we accept that achieving simplicity requires intense effort.