Accounts administrator

Custom fascia and spouting email: drewe@fasciaandspouting.co.nz www.fasciaandspouting.co.nz Job Description – Accounts Administrator Company: Custom Fascia & Spouting Reports To: Office Manager / Service Delivery Manager Role Purpose The Accounts Administrator is responsible for the accurate and e icient management of accounts payable and accounts receivable processes. The role ensures invoices, payments, and financial records are processed correctly, systems (Xero and ServiceM8) are maintained, and consistent administrative processes are followed and improved over time. This role also supports customer and supplier enquiries relating to accounts and contributes to smooth day-to-day business operations. Key Responsibilities Accounts Payable (AP)  Enter all supplier invoices into Xero, ensuring accuracy of pricing and terms  Code all costs correctly to appropriate GL accounts  Ensure supplier payments are processed in line with agreed terms  Assist in resolving invoice discrepancies by providing supporting documentation  Communicate with suppliers regarding invoice and payment queries Accounts Receivable (AR)  Prepare and send invoices for completed jobs in a timely and consistent manner via ServiceM8  Ensure all invoices include correct formatting, supporting documents, and payment details  Maintain and update customer-specific invoice templates in Xero  Produce and distribute weekly accounts receivable reports to relevant managers  Communicate internally regarding any invoice discrepancies or disputes  Sending out statements every month to all customers. Customer & Supplier Support  Provide support to customers and suppliers regarding invoice and payment- related enquiries  Work with key customers to maintain preferred invoice formats and processes  Provide accurate documentation to support invoicing when requested Administrative & Operational Support  Enter sales leads into ServiceM8 if required and answer phone calls as needed.  Assist with general administrative support across the team as required Reporting & Process Management  Produce monthly reports (e.g., Classic Builders rebate reports across regions)  Maintain and improve AP and AR process documentation  Ensure strong digital record-keeping practices using Xero and ServiceM8  Identify and implement process improvements to reduce errors and double handling Key Documents & Systems Ownership  Customer invoice templates in Xero  AP & AR process documentation  Reconciling in Xero, bank statements and visa.  Weekly receivables reporting template and process  Monthly reporting templates (e.g., Classic Builders) Key Performance Indicators (KPIs) Accounts Accuracy & Processing  ≥ 98% accuracy in invoice and data entry (Xero & ServiceM8) Timeliness & E iciency  Supplier payments processed in line with agreed terms (≥ 95% on time) Customer & Supplier Support  ≥ 90% of account-related enquiries responded to within 24 hours  Positive feedback from key customers regarding invoice accuracy and format  Minimal invoice disputes due to errors or missing information Process & Systems Management  All core processes documented, maintained, and up to date  Reduction in errors, rework, or duplicated handling over time