Finance Administration
Assistant
Finance back-office support — purchase orders, expense processing and finance inbox — from $14/hr + GST.
What a Finance Administration Assistant does
The finance function generates a steady stream of admin that pulls skilled people off higher-value work. A finance admin assistant absorbs it — POs, expenses, supplier setup and the finance inbox.
Every StaffingSolutions.io finance administration assistant is recruited, hired and managed by us — reference-checked for your tools, working your business hours, and backed by our zero-risk promise: no placement fee, money-back first week, and a free replacement if the fit isn't right.
What they handle
- Purchase orders — creation and tracking.
- Expenses — processing and coding.
- Supplier onboarding — setup and records.
- Finance inbox — triage and response.
- Document control — filing and audit trail.
- Ad-hoc admin — whatever finance needs.
A week in the role
Sits between the business and its suppliers, running the paperwork that has to happen before any bill can be paid: purchase orders raised, invoices matched, supplier accounts opened, expense claims checked, approvers chased. Nobody notices the function until it stops, and then nothing gets paid on time.
Works the shared accounts inbox: separates supplier invoices from statements, remittance queries and internal requests, pushes bills into Dext or the ERP, answers routine supplier questions, and escalates anything touching a payment detail change to the finance manager.
Converts approved requisitions into purchase orders in the ERP, checks the coding, cost centre and delivery details, sends the order to the supplier, and reviews open orders so receipted goods do not sit unmatched for weeks.
Matches supplier invoices to purchase orders and goods receipts in Lightyear or ApprovalMax, queries price and quantity differences directly with the buyer, and holds unmatched items out of the payment run rather than letting them through on tolerance.
Collects the new supplier form, checks the ABN and GST registration on ABN Lookup, verifies bank details by calling a number sourced independently of the invoice, and files insurance certificates and licences before the account is created.
Maintains approval rules and delegation limits in ApprovalMax, reassigns approvals when someone is on leave, and chases approvers sitting on invoices so the payment run is not held up by a single unopened notification.
Checks staff claims for a valid tax invoice, correct GST treatment on items like airfares and meals, policy compliance on entertainment spend, and the right project or cost centre code before the claim goes for manager approval.
Reconciles the Weel, Airwallex or Amex card feed against uploaded receipts, chases cardholders for missing documentation, codes personal-use items back to the employee, and closes the card period before the month-end cut-off.
Works through monthly supplier statements, identifies invoices and credit notes never received, requests copies, and clears the aged items so the payables ledger reflects what is genuinely owed before the payment run is built.
Builds the payment proposal by due date and agreed terms, assembles the supporting invoices for review, and issues remittance advices to suppliers once the client has released the payment from the bank.
Keeps the contract, subscription and insurance registers current with renewal dates, files signed agreements and certificates of currency in SharePoint under a consistent naming convention, and flags renewals well ahead of expiry.
Chases outstanding approvals and unposted invoices before cut-off, prepares the accrual listing of goods received not invoiced, and assembles the supporting documentation the accountant needs so close is not delayed by missing paperwork.
Manages account changes with telcos, energy retailers, fuel card providers and software vendors, checks bills against contracted rates, disputes incorrect charges, and cancels services for sites closed and staff who have left.