Accounting & Admin Support

Role & Responsibilities

This document outlines the key responsibilities of the Admin / Accounts role and the processes that need to be managed on an ongoing basis.

General Office Administration

• Monitor and respond to the Info inbox daily, distributing emails to appropriate personnel and actioning admin queries.

• Monitor and respond to website enquiries. Note: These often go into the Junk Mail folder, so this should be checked regularly.

• Manage Telstra accounts

• Organise team breakfasts, company events and other staff functions as required.

• Organise staff training as required.

• Complete general printing and laminating for the office and site teams.

• Arrange large-format plan printing when required.

• Provide general IT assistance to employees where possible.

• Prepare, type, save, site documentation as required, including:

• Test & Tag Registers

• RCD Tests

• Electrical Warning Signs

• Carbon Electrical Installation Test Reports

• Order employee uniforms when onboarding, send task to office personnel to distribute uniform to new employee.

• Organise toolbox talks monthly, first Friday of every month 6:30am

• Send a WhatsApp message to the team approximately one week prior advising them of the upcoming toolbox talk.

• Prepare the Toolbox Talk Agenda (template provided)

• Check with the office team prior to finalising the agenda to see whether any additional items need to be included.

Recruitment

Create and post SEEK advertisements as required and advised by Aaron.

Check applications daily.

Filter suitable applicants for review.

Set up interviews or pass onto AC/JK for actioning

Company Vehicles

• Ensure the vehicle is clean prior to handover. (Can be done by having photos or video of vehicle sent to wingman admin to review)

• Inspect the vehicle and record any pre-existing damage (Can be done by having photos or video of vehicle sent to wingman admin to review)

• Have the employee sign the Vehicle Usage Agreement.

• Complete any required Fuel Card, Powerpass or Cellopark setup.

ACCOUNTS & PAYROLL

• Add all receipts and invoices into Xero from emails (checking both accounts + info)

• Reconcile expenses in Xero.

• Monitor and action emails received through the Accounts inbox.

• Enter infringement notices into Xero and arrange payment.

• Follow up site guys for any receipts needed for reconciling in Xero

• Payroll is processed every Monday.

Technical Requirements:

• Equipment is self-provided

Computer:

• RAM: 8GB

• HDDISDD: 512 GB

• PU/Processor: Intel Core i5 or AMD Ryzen 5 (12th generation or newest)

• Operating System: Windows 11 Home or Pro

• Power Backup: Power station, Powerbank, UPS, and etc.

• Extra Display: Secondary/External Monitor

• Audio & Video: Noise-Cancelling Headset + Web Cam

• Internet Speed: 40-50 Mbps minimum bandwidth speed for both Download and Uploads.

Contractor Perks & Rewards:

• 20 Paid Time Off

• Referral Bonus - 70 AUD per successful referral to the Wingman platform (paid at 1st month mark with a client contract)

• Annual Trip - connect with the broader Wingman community in person

• Dedicated Support Contact (CSM) - someone to help you succeed and stay connected

• Access to a Network = collaborate with follow contractors and onshore specialists

• Opportunities to Upskill - optional sessions, peer learning, and developmental pathways

• More Work, More Opportunity - potential for additional contracts, Statements of Work, or expanded workloads

• High-Impact Projects - work alongside top-tier Australian partners on meaningful assignments

• Flexibility First - deliver your work in your way, with full autonomy on how you achieve outcomes

• Advisory Support - HR, Tax, and setup guidance available to make contracting seamless

• 100% Work-From-Home Contracts - all engagements designed for remote delivery

Pre-engagement requirements for Independent Contractors:

• BiR as you are a contractor (Required to submit any contributions required by the government.)

• NBI or Police Clearance

• Any Government-issued 10

Note: If you think you have the skills and experience  we are looking for but are short on technical requirements, don’t hesitate to reach out to us to discuss the matter.