Scale-X Solutions

Role Description This is a remote position. - PERMANENT AU DAYSHIFT, REMOTE/WFH (Philippines) - Job Title: Estimator in Fire Protection - Client background: fire protection - Task: do take offs - Working hours: Between 7-5pm Sydney - Hours: 30hrs (PT) - May proceed as full time after 1-2 months - Target start date: ASAP - VA Rate: $10-11 AUD Per Hour Qualifications - Minimum 1 year of experience as an estimator, preferably in fire protection (wet & dry) - Strong understanding of construction methodologies, materials, and processes - Excellent attention to detail with a strong focus on accuracy and efficiency - Ability to read and interpret architectural and engineering drawings - Excellent written and verbal communication skills - Familiarity with Australian construction standards is a MUST - Understand construction methodology - Experience in Countfire and Bluebeam (nice to have) but not a hard requirement; they can be experienced in any tool as long as they can provide drawings Requirements - Analyze and interpret fire drawings and specifications to create detailed quantity take-offs - Prepare accurate construction cost estimates for materials, labour, and equipment - Collaborate with the project team to align estimates with project requirements and budgets - Ensure compliance with Australian construction standards and practices - Provide ongoing support for project adjustments, revisions, and updates as required - Maintain detailed records of all estimates and associated documentation

Role Description This is a remote position. PERMANENT AU DAYSHIFT, REMOTE/WFH PHILIPPINES The Role: Senior Project Manager The client: Australian project management and professional services company specializing in complex infrastructure, development, and construction projects across public, private, and not-for-profit sectors. Working hours: Between 7am-3pm BNE (5am-1pm Manila) Target start date: Before end of July VA Rate: $12 AUD per Hour (negotiable) Roles and Responsibilities - The Senior Project Manager (SPM) reports to the Managing Director (MD) and Director within the client's organization. - Promote the organization's values, which are relationship-based, striving to build long-term relationships based on trust, partnership, and collaboration. Our values: - Excellence: Commitment to excellence in every aspect of work, delivering superior project management services. - Passion: Driving exceptional results and making a lasting impact in the construction industry. - Trust: Providing clients with confidence in navigating complex projects and delivering successful outcomes. - Curiosity: Embracing innovation and seeking improved ways to enhance project efficiency and optimize outcomes. Leadership - Promote the organization's values at all times, setting an example for team members and stakeholders. - Drive a culture of innovation, continuous improvement, and professional growth within the team. - Represent the company in client, consultant, and industry meetings, bringing visibility to the client. - Act as a key point of contact for your team, consultants, and other stakeholders, ensuring clarity and accountability throughout all project phases. Service Delivery - Oversee the day-to-day operational and tactical aspects of all projects, maintaining high quality standards and consistency. - Review deliverables, conduct project reviews, and enforce quality assurance procedures in line with company methodology. - Ensure compliance with Occupational Health & Safety regulations and all relevant company policies. - Prepare detailed project implementation programs; monitor, control, and report on performance against plan. - Take initiative in resolving project issues and participate actively in forums, training, and industry events. People and Culture - Foster a team environment in a collaborative, continuous learning, and personal development. - Lead, support, and mentor project team members, encouraging initiative and problem-solving. - Build expert industry knowledge within teams, ensuring knowledge is shared and retained. - Manage difficult personnel matters with respect and discretion, clarifying roles and responsibilities as needed. Client - Build lasting relationships with clients founded on trust, partnership, and collaboration. - Demonstrate a strong understanding of each client’s business, project needs, and objectives. - Communicate effectively to manage client expectations and ensure satisfaction across multiple or large-scale projects. - Prepare, deliver, and follow up on project reports, briefings, and approvals to maximize client engagement and confidence. - Proactively seek and capitalize on opportunities to deepen client relationships and expand business opportunities. Finance - Manage project finances to achieve revenue goals and profitability targets. - Accurately forecast budgets, revenue, margins, and bill rates across projects. - Prepare monthly invoices for services performed and oversee timely payment collections. - Monitor receivables, revenue recognition, and margin targets, proactively addressing financial risks. - Contribute to fee proposal preparation, revised fees for scope changes, and service extensions to existing clients. Key Performance Indicators (KPIs) - Allocate approximately 95% of your professional time to fee-generating activities that service client needs, with around 5% focused on marketing and business development. - Assist in meeting the company target gross margin of 45% across your projects. - Ensure compliance with all responsibilities outlined in this role, the company's policy manuals, and procedures. - Participate actively in Project Manager forums and contribute to fee proposal development and service extensions to existing clients.

Role Description The successful applicant will become the client's dedicated estimating assistant, helping prepare accurate and competitive tenders while ensuring all estimating documentation is organised and completed to a high standard. This role is ideal for someone with previous Australian civil construction estimating experience who enjoys working with drawings, quantities, spreadsheets and tender documentation. The successful applicant will not initially be responsible for final pricing decisions but will prepare the majority of the estimating work for review before submission. Key Responsibilities - Quantity Take-Offs - Measure quantities from engineering drawings. - Calculate earthworks quantities. - Measure pipe lengths. - Calculate pit numbers. - Measure kerb and channel. - Measure concrete works. - Measure pavement areas. - Calculate fencing quantities. - Prepare material take-offs. - Estimating Support - Build estimates in Cubit (or other estimating software). - Enter supplier pricing. - Prepare bills of quantities. - Compare subcontractor quotations. - Build first-principles rates. - Prepare tender worksheets. - Review tender documentation. - Identify missing scope items. - Prepare tender submission schedules. - Tender Administration - Download tender documents. - Organise drawing revisions. - Maintain tender folders. - Track RFIs. - Maintain supplier databases. - Request supplier quotations. - Follow up subcontractor pricing. - Prepare tender checklists. - Project Handover - Prepare handover documentation. - Finalise estimate files. - Prepare procurement schedules. - Assist Project Managers with estimating queries. - General Administration - Maintain estimating registers. - Update production rates. - Prepare Excel spreadsheets. - Produce reports. - Assist with document control. - Support Ben with any estimating-related tasks. Software Experience - Highly desirable: - Cubit - Microsoft Excel (Advanced) - Bluebeam Revu - AutoCAD (reading only) - Adobe Acrobat - Microsoft Office - Procore (desirable) - Buildxact or Benchmark (advantageous) Experience Required - Minimum 3 years’ estimating experience. - Previous experience with Australian civil construction projects. - Strong understanding of engineering drawings. - Excellent quantity take-off skills. - Strong Excel skills. - High attention to detail. - Excellent written English. - Ability to work independently. - Reliable internet connection. - Ability to work Australian business hours. - Experience estimating any of the following is highly desirable: - Residential subdivisions - Roads - Stormwater - Sewer - Water - Bulk earthworks - Civil concrete - Utilities Personal Attributes - Extremely organised. - Detail focused. - Proactive. - Reliable. - Honest. - Able to meet deadlines. - Quick to learn. - Comfortable asking questions. - Committed to long-term employment. Success in This Role - Within the first six months, the successful applicant should be able to: - Complete accurate quantity take-offs with minimal supervision. - Prepare 80–90% of tender documentation before final review. - Reduce the Director’s estimating administration workload significantly. - Assist in producing professional, accurate and competitive tender submissions.

Role Description This is a remote position. PERMANENT AU DAYSHIFT, REMOTE/WFH PHILIPPINES JOB DESCRIPTION: Virtual Estimator/Quantity Surveyor & Contract Administrator Client background: Building & Construction Tasks: estimation, quantifying drawings, contract administration Working hours: 9AM-5PM QLD Will start at 30 hours, may transition to FT at 40 hours based on performance. Rate: 10-11 AUD/hour Purpose of Role: - Under the supervision of the National Estimating Manager, the Estimator will closely liaise with Client Project Managers (PMs) and key subcontractors during the tender preparation process to clarify scope, design issues, and achieve the most accurate pricing. - The Estimator will lead and take ownership of allocated tenders, prepare Bills of Quantities (BOQs), cost estimates, and professional tender submissions. - Additionally, the Estimator will assist the National Estimating Manager, State Manager, and Project Managers through different stages of the tendering process and preparation of variation submissions during the construction phase. Qualifications - Strong understanding and knowledge of Construction Contract Administration, Quantity Surveying/Estimating (AU) - Confidence in the ability to take 100% ownership of the role by collaboratively and proactively communicating to protect and create additional company profits within the contracts signed. - Demonstrated ability to manage the preparation of accurate, professional tender submissions and proposals on time to an industry-expected high standard. - Proven record of tendering commercial projects. - Skilled in job estimating in a construction environment. - Good understanding of various construction methods and knowledge of building, material components, building regulations, estimating (including take-offs), and WHS&E. - Knowledge of contractual procedures and responsibilities. - Highly numerate with a well-developed ability to accurately manipulate numerical information. - Experience in construction estimating and quantity surveying. - Knowledge of contract administration within a construction environment. - Excellent communication skills and ability to work remotely with minimal supervision. - Strong attention to detail and organizational skills. - Experience working within the same industry (commercial & residential concreters — FRP packages, suspended slabs, apartment developments, and architectural finishes). Requirements - Estimate from first principles to completion and submission of tenders as well as post-tender requirements nationally. - Carefully inspect tender documentation, analyze exact requirements, and identify areas that may have implications for the company. - Utilize current systems and processes to provide subcontractors and suppliers with tender documentation. - Complete takeoffs for all construction phases, including materials, labor, and costs. - Check through the proposed job section by section and trade by trade, noting or querying discrepancies with the Client as soon as possible. - Prepare a list of required documentation for submission and issue requests to all parties involved. - Discuss and assist in the construction sequence of projects with the National Estimating Manager/State Manager to determine a proposed construction period. - Use information gained to calculate preliminary allowances. - Prepare for a final review of the tender with the National Estimating Manager and State Managers prior to submission. - Submit all documentation and schedules to the Client ensuring all required documentation is included and respond to all post-tender requirements. - Follow-up on tenders while maintaining notes of any discussions and/or relevant market intelligence, and update the estimating register with all tender information and updates. - Comply with the Work Health and Safety Act, Regulations, Codes of Practice, and company Policies and Procedures. - Assist with the management and review of construction contracts. - Ensure all contractual documents are in place, accurate, and comply with regulatory standards. - Track project timelines and budgets to ensure contract terms are met. - Handle change orders, variations, and contract amendments as necessary. - Liaise with clients, tradespeople, and internal team members to ensure smooth project execution. - Maintain clear and effective communication regarding project status, deadlines, and updates. - Review quotes before/after submission. - Ensure margins are correct. - Flag underpriced or risky jobs. - Make sure pricing stays consistent with company standards. - Follow up on sent quotes. - Track responses (won/lost/pending). - Keep deals moving instead of letting quotes “sit.” - Once a job is won, make sure it’s correctly set up. - Assist with scheduling/programming the team. - Coordinate between office and field. - Bridge between QS, estimator, and operations. - Make sure nothing falls through the gaps between quoting winning delivery. Benefits

Role Description We are seeking an innovative and technically skilled AI Integration Specialist to design, implement, and optimize automated workflows across HubSpot, Actionstep, and other business systems. The ideal candidate will have experience leveraging AI tools, workflow automation platforms, CRM systems, and legal practice management software to streamline operations, improve client experiences, and increase organizational efficiency. This role will work closely with business stakeholders, legal teams, operations, and sales departments to identify automation opportunities and deploy scalable AI-driven solutions. Key Responsibilities - AI & Workflow Automation - Design, develop, and implement AI-powered workflows and business process automations. - Identify repetitive tasks and manual processes that can be streamlined through automation. - Integrate AI tools to improve operational efficiency, client communications, and data management. - Develop automated workflows for lead management, client intake, document generation, task assignments, and reporting. - Monitor and optimize workflow performance to maximize efficiency and accuracy. - HubSpot Administration & Automation - Build and manage HubSpot workflows, sequences, pipelines, and automation processes. - Automate lead nurturing, sales processes, customer onboarding, and marketing campaigns. - Configure custom properties, reports, dashboards, and integrations. - Ensure CRM data integrity and process consistency. - Collaborate with sales and marketing teams to improve customer journey automation. - Actionstep Administration & Automation - Configure and optimize Actionstep workflows and matter management processes. - Automate client intake, legal workflows, document generation, and task management. - Integrate Actionstep with HubSpot and other third-party platforms. - Support legal teams by improving operational processes and reducing manual workloads. - Maintain workflow documentation and process maps. - Systems Integration - Develop and maintain integrations between HubSpot, Actionstep, and other business applications. - Utilize automation platforms such as Zapier, Make (Integromat), Microsoft Power Automate, or similar tools. - Ensure seamless data synchronization across systems. - Troubleshoot integration issues and optimize system performance. - Reporting & Analytics - Create dashboards and reports to measure workflow performance and automation effectiveness. - Analyze business processes and recommend continuous improvements. - Track key performance indicators (KPIs) related to automation initiatives. Qualifications - Bachelor's degree in Information Technology, Computer Science, Business Systems, or a related field (preferred). - 2+ years of experience implementing workflow automation and systems integrations. - Hands-on experience with HubSpot CRM and workflow automation. - Experience administering or working with Actionstep legal practice management software. - Knowledge of AI tools and AI-assisted business automation solutions. - Experience with automation platforms such as: - Zapier - Make (Integromat) - Microsoft Power Automate - n8n - Strong understanding of APIs, webhooks, and data integrations. - Excellent analytical and problem-solving skills. - Strong communication and stakeholder management abilities. Preferred Qualifications - Experience working within legal, professional services, or consulting environments. - Knowledge of OpenAI, ChatGPT, AI agents, or other generative AI technologies. - Experience with CRM optimization and customer journey automation. - Familiarity with project management methodologies and process improvement frameworks. - Basic understanding of SQL, JavaScript, or Python. Technical Skills - CRM & Practice Management - HubSpot CRM - Actionstep - CRM Workflow Automation - Automation & Integration - Zapier - Make (Integromat) - Microsoft Power Automate - n8n - API Integrations - Webhooks - AI Technologies - ChatGPT / OpenAI - AI Agents - AI-Powered Workflow Automation - Prompt Engineering - Reporting & Analytics - HubSpot Reporting - Dashboard Creation - Process Mapping - Workflow Analysis Key Competencies - Process Improvement Mindset - Technical Problem Solving - Systems Thinking - Innovation and Creativity - Attention to Detail - Project Management - Communication and Collaboration - Adaptability and Continuous Learning

Role Description This is a remote position. PERMANENT DAYSHIFT, REMOTE/WFH - PHILIPPINES Job Title: Virtual Assistant - Accounts Assistant and Bookkeeping Client: AU Civil Construction Working hours: Between 9-5PM NSW Target start date: ASAP Fulltime at 40 hours weekly VA rate: $8-9AUD per hour Purpose: - Maintain budgets and records. - Prepare invoices on behalf of clients or employers. - Assist with day-to-day tasks related to the field, ensuring precision. - Perform clerical tasks including processing and recording transactions, preparing reports and budgets, and fielding communications with clients and vendors. - Fact-checking, filing, and other duties as needed. Qualifications - Work experience as an Accounting Assistant - Excellent communication skills - Knowledge of basic bookkeeping procedures - Familiarity with finance regulations in Australia is a must - Good math skills and the ability to spot numerical errors - Organization skills - Ability to handle sensitive, confidential information - Proficient in Acumatica is a MUST (any country outside of AU is ok) - Knowledge on inter company invoicing - Civil construction and commercial building industry is preferred Requirements - Basic data entry tasks for accounting assistants include logging transactions, recording and reviewing journal entries, and crafting spreadsheets. - Bookkeeping and bank reconciliations - Payroll, AR and AP management - Uploading invoices from email to Acumatica - Sending weekly reports from Acumatica with any pressing items. - Preparing quarterly reports and assisting in year-end audits - Communicate with vendors and customers about invoices and payments (by email or phone). - Reconciling invoices and identifying discrepancies from suppliers and vendors - Creating and updating expense reports - Processing reimbursement forms - Ad hoc admin tasks - Data entry to Acumatica - Reconciliation of equipment hours on a weekly basis

Role Description This comprehensive offshore role is responsible for the final administrative phase of the business workflow and the supporting financial operations. You act as the final gatekeeper for the "Single Conveyor Belt of Data," ensuring that all completed jobs are accurately finalised, documented, and prepared for the ledger while managing invoicing and accounts support. Key Accountabilities - Management & Job Integrity - Review all jobs marked as finished to ensure administrative requirements are met. - Critical Action: If a job is found to be incomplete or missing data, you must move it back in the workflow stage to ensure it is not missed and is rescheduled correctly. - Job Finalisation & Documentation - Review technician job notes to ensure all onsite tasks are complete. - Verify that all required photos and site data have been uploaded to Simpro. - Utilise AI tools to clean up raw field notes into professional, customer-facing language. - Flag jobs as "Ready for Invoice" in Simpro once all criteria are satisfied. - Accounts Assistance - Invoicing: Generate and issue customer invoices accurately within Simpro following job completion. - Receipting: Process and record payments received against outstanding invoices. - Follow up Overdue Invoices: Proactively manage debt collection to minimise aged receivables and maintain cash flow. - Timesheets: Review and verify staff timesheets for accuracy before finalisation. - Systems & Communication - Maintain the SOP library within Scribe. - Liaise with onshore management to resolve data discrepancies or missing information from field crews. Qualifications - High proficiency in Simpro (predominant tool). - Strong understanding of Australian English (AUS) grammar and professional tone. - Exceptional attention to detail and ability to manage complex data workflows. - Previous experience in accounts receivable or administrative coordination. Requirements - MUST HAVE XERO EXP - Must have SIMPRO experience Benefits - VA RATE: $8-9 AUD per HOUR - Full Time (40 hours per week) - Permanent Day Shift, Remote/WFH Philippines

Role Description We are seeking an experienced Timber Engineering / Drafting Support Specialist to support the design, detailing, and documentation of mass timber and prefabricated timber frame projects. The ideal candidate will possess strong engineering skills, technical drafting skills, a solid understanding of timber construction systems, and practical knowledge of Australian building codes, standards, and engineering requirements. This role will work closely with the director and other design and construction partners to develop accurate construction documentation and ensure projects are delivered efficiently with accuracy and clearly presented information. Key Responsibilities - Prepare detailed timber engineering drawings, shop drawings, and fabrication documentation for mass-timber and prefabricated timber-frame projects. - Work with the company director to produce structural calculations and design drawings for timber construction projects. - Interpret architectural and structural plans, sections, and markups to produce accurate drafting deliverables. - Support the design and detailing of: - Mass timber structures (CLT, GLT, LVL, and engineered timber products) - Prefabricated wall, floor, and roof systems - Timber framing and connection details - Ensure all drawings comply with Australian Standards, National Construction Code (NCC), and project specifications. - Assist in the development of drafting standards and standard details to show information clearly and accurately on all drawings. - Coordinate with engineers, architects, manufacturers, and construction teams throughout project development. - Assist with design reviews, clash detection, and constructability assessments. - Support project teams with technical queries and drawing revisions. - Maintain organized project documentation and version control. Qualifications - Diploma, Advanced Diploma, or Degree in Structural Engineering, CAD Drafting, Construction, or a related discipline. - Minimum 3 years of experience in timber engineering support, structural drafting, or timber construction detailing. - Demonstrated experience with the following construction materials (through submission of portfolio or work examples): - Mass timber projects (CLT, Glulam, LVL) - Prefabricated timber frame systems (pre-clad wall panels, floor cassettes or similar) - Off-site manufacturing and modular construction environments - Strong understanding of Australian timber construction methods and engineering principles. - Working knowledge of: - National Construction Code (NCC) - Australian Standards relevant to timber design and construction - Structural documentation requirements - Ability to read and interpret structural and architectural drawings. Technical Skills - Structural Calculation and Design - Proficiency in AutoCAD - Experience with Revit (highly preferred) - Knowledge of Cadwork, HSBCAD, or similar timber detailing software (beneficial) - Microsoft Office Suite - BIM coordination experience is advantageous Preferred Qualifications - Experience working with Australian residential, commercial, or multi-storey timber projects. - Understanding of timber fabrication and manufacturing processes. - Familiarity with engineered timber products and connection systems. - Exposure to prefabrication, modular construction, or Design for Manufacture and Assembly (DfMA) principles.

Role Description This is a remote position. Job Description: Automations and AI Integration Expert PERMANENT AU DAYSHIFT Remote/WFH - Philippines Reporting to Principal / Managing Lawyer / Operations Lead, as directed Core standard: Accurate, confidential, practical and outcome-focused work VA Rate: $15AUD per hour (Negotiable) Role purpose: - Build, integrate and maintain practical automation and AI systems that reduce manual work, improve accuracy, protect confidentiality and support better operational decision-making across the firm. About the role: - We are seeking a highly capable Automations and AI Integration Expert to design, build and deploy scalable automation systems for a professional services environment. - This is a hands-on builder role, not a passive support role. - The successful candidate will identify inefficiencies, convert them into practical automation opportunities, and deliver reliable tools that improve speed, consistency and accountability. - The role will work closely with leadership and team members across operations, client service, finance, marketing and document workflows. - The objective is to implement secure, well-documented automation and AI-enabled systems that reduce repetitive manual work while preserving professional judgment, confidentiality and quality control. Key Objectives - Identify and automate repetitive operational, administrative, reporting and document-management tasks. - Integrate AI and large language model tools into controlled workflows that improve productivity without compromising confidentiality, accuracy or professional oversight. - Connect core business systems so information is captured once, reused safely and reported clearly. - Build practical internal tools, dashboards and workflow automations that are easy for staff to use and maintain. - Create a disciplined automation environment with clear documentation, access controls, testing and ongoing monitoring. Key Responsibilities - AI integration and automation - Design and implement automation workflows to eliminate repetitive manual tasks and reduce avoidable errors. - Integrate AI tools and large language models, including OpenAI, Claude, Gemini and similar platforms, into appropriate business processes. - Build intelligent solutions for document processing, drafting support, reporting, internal communications, task triage and knowledge retrieval. - Develop AI-powered assistants, chatbots, intake tools and workflow automations subject to privacy, confidentiality and quality-control requirements. - Create prompt libraries, reusable workflow templates and governance processes for safe and consistent AI use. - Systems and software development - Build and maintain internal tools, web apps and automation systems that solve real operational problems. - Develop APIs and integrate multiple platforms, including CRM, project management, email, finance, marketing and document-management systems. - Customize and extend existing systems to improve efficiency, usability and reporting. - Own the full development lifecycle, including scoping, planning, development, testing, deployment, documentation and optimization. - Troubleshoot integration issues and maintain reliable automations with appropriate alerting and error-handling. - Workflow automation and integrations - Create end-to-end workflows using Zapier, Make, n8n, or comparable automation platforms. - Connect business systems such as email, calendars, CRM, file storage, task management, accounting and client communication platforms. - Optimize automation pipelines for reliability, security, scalability and maintainability. - Document workflows clearly so they can be audited, improved and maintained over time. - Support onboarding and offboarding workflows connected to user access, permissions and automation dependencies. - Data, reporting and dashboards - Build dashboards and automated reporting systems that give leadership clear visibility over key metrics and workflow performance. - Design data pipelines to track operational data, KPIs, lead sources, task completion, bottlenecks and performance trends. - Support data-driven decision-making by producing accurate, timely and understandable reports. - Improve data quality by reducing duplicate entry, inconsistent records and manual reporting errors. - Security, privacy and governance - Apply best practices in data security, privacy, access control and system integrity. - Ensure automations are designed with appropriate human review points, particularly where legal, financial, client or confidential information is involved. - Maintain documentation of tools, credentials, dependencies, data flows and known risks. - Recommend sensible governance for AI use, including prompt standards, recordkeeping, review processes and restrictions on sensitive information. Qualifications - 3-5+ years experience in automation, software development, systems integration or a closely related role. - Strong proficiency in at least one programming language, preferably Python or JavaScript/Node.js. - Hands-on experience with automation tools such as Zapier, Make, n8n or similar platforms. - Experience integrating APIs and working with RESTful services, webhooks and data transformations. - Familiarity with AI/LLM tools, including OpenAI, Claude, Gemini and prompt design. - Experience with databases, including SQL or NoSQL, and sound data-handling practices. - Ability to diagnose business problems and convert them into simple, practical technical solutions. - Excellent communication skills, including the ability to explain technical concepts clearly to non-technical users. - Experience with Claude automation, coding workflows, collaborative work platforms and connecting MCP servers or comparable tool ecosystems. Desirable Skills and Experience - Experience in legal, professional services, SaaS, BPO, outsourcing or service-based industries. - Familiarity with platforms such as Xero, HubSpot, Salesforce, Zoho, Smokeball, Microsoft 365, Google Workspace, Airtable or similar systems. - Experience with no-code or low-code tools, including Bubble, Webflow, Airtable and comparable platforms. - Knowledge of AI agents, retrieval-augmented generation (RAG), vector databases, advanced prompt engineering or document intelligence workflows. - Experience building dashboards in Power BI, Looker, Tableau or similar reporting tools. - Mobile or web app development experience, including React, Flutter or comparable frameworks. Success Measures - Manual workload is measurably reduced across priority workflows. - Automations are reliable, documented and capable of being maintained without unnecessary dependency on one person. - AI tools are used safely, with clear guardrails and human review for sensitive work. - Leadership receives clearer reporting and better visibility over operational performance. - Staff experience improves because systems are easier, faster and less error-prone.

Role Description This is a remote position. We are seeking a reliable Virtual Assistant - Accounts Assistant and Bookkeeping professional to maintain accurate financial records, assist with budgets and reports, process invoices and support day-to-day finance administration. Precision, confidentiality and timely reporting are essential. The role will support bookkeeping, accounts payable and receivable, reconciliations, payroll assistance, vendor and client communications, and administrative tasks connected with finance operations. Key Objectives - Maintain accurate financial records and reduce errors in accounts processing. - Support timely invoicing, payment follow-up, reconciliations and reporting. - Ensure finance-related documents and records are organized, complete and easy to audit. - Assist with compliance-sensitive workflows, including Australian finance requirements and legal-practice accounting needs where applicable. - Provide dependable administrative support to reduce pressure on leadership and professional staff. Key Responsibilities - Bookkeeping and accounting support - Enter and review financial transactions accurately, including journal entries, expense records and spreadsheet data. - Perform bookkeeping tasks and bank reconciliations. - Support accounts receivable, accounts payable and payroll administration. - Upload invoices from email and supporting documents into Xero. - Prepare and send weekly Xero reports identifying pressing items, overdue invoices, unreconciled transactions and follow-up actions. - Prepare quarterly reports and assist with year-end audit or accountant requests. - Reconcile invoices and identify discrepancies from suppliers, vendors and clients. - Create, update and maintain expense reports and reimbursement records. - Process reimbursement forms and maintain supporting documentation. - Client, vendor and internal communication - Communicate professionally with vendors, clients and customers about invoices, payments and account queries by email or phone. - Escalate unusual, disputed, confidential or urgent financial matters promptly. - Assist with debt recovery management, including maintaining records of follow-up actions and payment status. - Maintain confidentiality when handling financial, client and business information. - Administrative and systems support - Assist with ad hoc administrative tasks connected with finance, records, onboarding and internal operations. - Support induction portal management and onboarding administration as required. - Maintain organized electronic records for finance documents, invoices, reports and correspondence. - Use Xero, Microsoft Office and other relevant systems accurately and consistently. - Support Smokeball-related finance or matter administration where applicable. Qualifications - Work experience as an Accounting Assistant, Bookkeeping Assistant, Accounts Assistant or similar role. - Excellent written and verbal communication skills. - Knowledge of basic bookkeeping procedures. - Familiarity with finance regulations in Australia is required. - Good maths skills and the ability to identify numerical errors and inconsistencies. - Strong organizational skills and attention to detail. - Ability to handle sensitive and confidential information appropriately. - Proficiency in Xero is required. - Proficiency in Microsoft Office, particularly Excel and Word. Desirable Skills and Experience - Experience with Smokeball or other legal-practice management software. - Trust accounting experience is highly desirable. - Experience supporting a law firm, professional services firm or regulated business. - Experience preparing weekly financial summaries, aged receivables reports and management reports. - Understanding of confidentiality, client records and audit-ready filing practices. Success Measures - Financial records are accurate, current and supported by proper documentation. - Invoices, reconciliations and reports are completed on time. - Pressing finance items are identified early and escalated appropriately. - Xero records are organized and reliable. - Confidential financial information is handled securely and professionally.