Job Description

An accounts administrator is responsible for a company’s entire accounting work, including bookkeeping, invoicing, and payroll. In some organisations, the accounts administrator fills a managerial role, overseeing the business’ bookkeepers and other accounting staff.

An accounts administrator will typically be tertiary educated, holding at least a bachelor’s degree in finance, accounting or other relevant field, and have a minimum of five years experience in a similar role.

The accounts administrator role is typically broken up into four key areas — although, as explained earlier, it may serve as a managerial role, overseeing these key areas.

Accounts receivable

• Records, verifies and enters customer payments in accounting software
• Reconciles accounts receivable ledger
• Prepare customer / client statements, invoices and bills
• Follow-up on outstanding / overdue customer statements, invoices and bills
• Implement customer payment plans where appropriate
• Coordinate contact with collections agency where appropriate
• Prepare reports and perform other administrative duties.

Accounts payable

• Review, verify and pay invoices from suppliers and vendors
• Verify vendor and supplier accounts by checking ABN and ACN numbers
• Disburse petty cash by recording the entry, verifying documentation
• Arrange payment plans with suppliers and vendors where appropriate
• Prepare reports and perform other administrative duties.

General bookkeeping and account administration

• Bank reconciliation
• Update cash flow schedule and monitor cash flow requirements
• Foreign currency payments (if any)
• Monthly reconciliation of general ledger accounts as required
• Analysis of general ledger accounts to assist with annual budgeting process
• Assist with the preparation of the annual budget
• Update invoice and billing templates in account software
• Input annual price changes to fee and services in accounting software
• Assist with general accounting and other administrative duties as required
• Provide information to external auditors as required.

Payroll Administration

• Process all payroll transactions based on employee timesheets and employment contracts
• Collect and update employee information to maintain payroll records
• Compile summaries of earnings, taxes, deductions, leave entitlements, disability, and non-taxable wages
• Resolve payroll discrepancies
• Calculate payroll liabilities, such as payroll tax, workers’ compensation payments, etc
• Prepare reports and perform other administrative duties.

Accounts administrators must have a thorough understanding of most accounting packages, such as MYOB, Xero and QuickBooks; while it may also help to understand more complex systems, such as Greentree and other enterprise reporting programs.