Position Description - Accounts Administrator
Position Title: Accounts Administrator
Department: Finance / Sales Administration
Reports To: Finance Manager / Management
Position Overview
The Accounts Administrator plays an important role in supporting the day-to-day financial administration of the business and acts as a key link between the Finance and Sales teams.
The primary focus of the role is ensuring customer payments are collected on time, security bonds are appropriately managed, and the Sales team has clear visibility over the payment status of upcoming and completed events.
This is a hands-on role requiring strong organisation, attention to detail and confident communication with both customers and internal teams.
Key ResponsibilitiesAccounts Receivable & Payment Collection
- Monitor outstanding customer invoices and payment due dates.
- Proactively follow up customers for deposits, progress payments and final balances.
- Chase overdue payments via phone and email in a professional and timely manner.
- Ensure payments are received in accordance with agreed payment terms and prior to relevant event or delivery dates.
- Allocate and reconcile customer payments against invoices.
- Escalate overdue or high-risk accounts to Finance and/or the relevant Sales team member.
- Maintain accurate records of all payment follow-up and customer correspondence.
Credit Card Pre-Authorisations & Security Bonds
- Manage credit card pre-authorisations for customer security bonds.
- Ensure security bonds are secured prior to delivery or commencement of an event where required.
- Maintain accurate records of security bonds and pre-authorisations.
- Coordinate with the relevant internal teams regarding any damages, missing items or additional charges that may need to be deducted or recovered.
- Ensure bonds and pre-authorisations are released or finalised promptly once all requirements have been met.
Finance & Sales Coordination
Act as the key administrative link between the Finance and Sales teams, ensuring both departments have accurate and timely information regarding customer accounts.
Responsibilities include:
- Keeping Sales informed of outstanding payments for upcoming events.
- Working with Sales to resolve invoice discrepancies, customer queries and payment issues.
- Ensuring Finance is aware of changes to orders, credits, cancellations or other adjustments that may affect customer accounts.
- Identifying upcoming events where payment requirements have not yet been satisfied.
- Helping ensure orders are not delivered or events proceed without the required payments or security arrangements in place.
- Providing clear updates on customer account status when requested.
General Accounts Administration
- Assist with customer invoicing, credits and account adjustments as required.
- Respond to customer accounts and payment enquiries.
- Maintain accurate customer account information within the relevant systems.
- Assist Finance with reconciliations and general accounts administration.
- Prepare reports on outstanding debtors and payment status as required.
- Support improvements to accounts receivable and payment collection processes.
Key Skills & Attributes
The successful candidate will have:
- Strong organisational and administrative skills.
- Excellent attention to detail and accuracy.
- Confidence following up customers for payment.
- Clear and professional written and verbal communication skills.
- The ability to build strong working relationships across Finance and Sales.
- A proactive approach to outstanding accounts rather than waiting for issues to arise.
- Strong time management and the ability to prioritise payments based on upcoming event dates.
- Experience with accounting software, CRM systems and Microsoft Office.
- Previous accounts receivable, accounts administration or finance administration experience is highly desirable.
Key Measures of Success
Success in this role will be measured by:
- Customer payments being received on time.
- Reduction in overdue accounts and outstanding debtors.
- Security bonds being secured correctly and on time.
- Minimal events or deliveries proceeding with outstanding payment requirements.
- Accurate and up-to-date customer account records.
- Strong communication and coordination between Finance and Sales.
- Customer payment queries being resolved quickly and professionally.
Pay: $65,000.00 – $75,000.00 per year
Work Location: In person
