About The Position
Buddle is seeking an Operations & Invoicing Assistant to support a fast-paced, production-focused business based in Australia. This role is structured with clear progression, starting with a focused scope of 10-15 hours per week and gradually increasing responsibilities with the potential to transition into a full-time role managing core operations and client communication. The ideal candidate is highly organised, detail-oriented, proactive, and enjoys taking ownership in a dynamic environment, offering strong long-term growth and impact.
Requirements
- At least 2 years proven experience in administrative, invoicing, or operations support roles
- Experience with Xero or similar cloud accounting software
- Strong written and spoken English communication skills
- High attention to detail—accuracy is critical, especially in invoicing
- Comfortable learning and using new tools and systems
- Proactive and reliable, with the ability to work independently
- Strong organisational and time management skills
- Availability to work during Australian business hours
Nice To Haves
- Experience supporting production, trade, or similar industries is a plus, but not required
Responsibilities
- Review completed jobs daily and ensure all are invoiced within 24 hours
- Accurately calculate invoice amounts based on job specifications and pricing guidelines
- Create and issue invoices with correct client details and line items
- Update internal systems to reflect invoice status and tracking
- Identify and flag incomplete or unusual job details for clarification
- Escalate exceptions or discrepancies promptly
- Monitor outstanding invoices and send timely payment reminders
- Support bookkeeping tasks, including reconciliation and maintaining accurate records
- Manage and maintain a clean, organised inbox with timely responses
- Coordinate purchase orders and track supply deliveries
- Maintain accurate and consistent data across internal systems
- Prepare and send regular reports to clients and internal stakeholders
- Serve as the primary point of contact for client enquiries via email and calls
- Build and maintain strong relationships with clients
- Proactively follow up on ongoing and upcoming jobs
- Support sales efforts by following up leads and identifying opportunities
- Assist in preparing quotes for non-standard or larger jobs
- Track client activity and contribute to business performance reporting
- Identify opportunities to improve workflows, accuracy, and efficiency
- Maintain a high level of organisation across systems and processes
- Support additional administrative and operational tasks as needed
- Handle sensitive business and financial information with professionalism
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
