Full-Time Financial and Operations Specialist – Xero, Systems, and Administration

We are seeking a proactive and detail-oriented Financial and Operations Specialist with exceptional written and verbal English skills for a full-time, remote role.

This position involves taking ownership of financial systems, operations management, and administrative tasks. It begins with a critical Xero cleanup project—reconciling over 1,500 unreconciled lines—and transitions into a long-term role managing financial and operational workflows. The ideal candidate will be a thinker and problem-solver who thrives in complexity and can provide exceptional support to leadership, ensuring the business operates efficiently and continues to grow.

In addition to the cleanup, this role requires categorizing revenue and costs accurately for the past 3–4 years, auditing financial records to ensure compliance (including accurate GST claims on imports), and providing actionable insights based on detailed financial analysis. The right candidate must bring an eagle eye for detail, ensuring no discrepancies go unnoticed and financial reporting is flawless.

This role is not for the faint-hearted. It requires significant experience in bookkeeping, operational management, and system integrations, as well as the ability to communicate clearly and confidently while taking initiative to drive results.

Responsibilities
1. Financial Cleanup and Management:

Reconcile over 1,500 unreconciled lines in Xero, ensuring all transactions are accurately categorized.
Categorize revenue and costs for the past 3–4 years to create a robust, accurate financial history.
Audit financial records to ensure all GST claims (e.g., imports) and compliance requirements have been met.
Analyze costs and revenue by broader categories (e.g., profitability by sales channels, merchant fees, marketing costs).
Maintain clean, accurate, and up-to-date financial records.
Prepare detailed financial reports that highlight trends, discrepancies, and key insights to inform business strategy.

2. Systems and Integration Management:
Manage and optimize backend operations for platforms like Shopify, TradeMe, and ServiceM8.
Resolve system integration issues, ensuring data flows seamlessly across platforms.
Develop efficient workflows to prevent future bottlenecks and inaccuracies.

3. Email and Administrative Management:
Monitor inboxes daily, responding to inquiries and organizing communications into structured folders.
Forward invoices and key documents to the appropriate systems or teams.
Handle customer follow-ups for overdue accounts and ensure timely resolution of inquiries.

4. Help Desk and Customer Support:
Assist with customer inquiries via email or help desk systems, maintaining professionalism and promptness.
Track issues and follow up as needed to ensure all tasks are completed.

5. Payroll and Staff Support:
Oversee payroll systems, ensuring staff hours and leave are logged accurately.
Manage sick leave, annual leave, and other time-off requests, escalating anomalies to leadership.
Maintain detailed records of staff attendance and ensure compliance with contractual allowances.

6. Process Improvement and Reporting:
Identify inefficiencies in financial and operational workflows, recommending and implementing improvements.
Generate custom reports on revenue, costs, and profitability across categories (e.g., retail, service, e-commerce).
Provide regular updates and progress reports to leadership, flagging critical issues promptly.

7. Strategic Collaboration:
Work closely with leadership to align on priorities, providing clear and concise requests for necessary data.
Proactively follow up on outstanding items while respecting limited availability.
Support decision-making by presenting data in actionable formats.

Rewards and Opportunities for Growth:

We value hard work, honesty, and initiative. For the right person, this role offers not just a job but a career. If you make my life easier and help the business thrive, you’ll be rewarded generously for your efforts.

Bonuses: Performance bonuses may be offered for meeting key deliverables, such as completing the Xero cleanup project or exceeding expectations.
Growth Opportunities: Pay increases and additional responsibilities will come with trust and demonstrated results.
We believe in rewarding those who go the extra mile and making work a rewarding experience for everyone involved.