Job Description

Bookkeeper - Accounts Receivable + Accounts Payable

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Upscale Business Coaching – Varsity Lakes QLD

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UpScale is the leading coaching business for trade and construction business owners across Australia and New Zealand. We work with electricians, plumbers, builders, roofers and HVAC operators - helping them build companies that run properly and make real money.

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Around 50 people. Roughly 200 coaching sessions a day. Two countries. We've grown quickly and we're now building the internal finance function to match.

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This is not a client-facing role. You're not managing client books. You own the money in and money out for UpScale itself.

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The Role:

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You are UpScale's finance function.

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Everything owed to us gets collected. Everything we owe gets paid correctly. The books close on time. Payroll runs without drama. And leadership always knows the cash position.

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Receivables is the priority. We bill on recurring subscriptions, which means declined cards, expired cards and dishonoured debits happen every week. Left alone, that's real revenue walking out the door - and it's usually recoverable if someone gets to it fast. You'll own that process and it will be the first thing you touch every morning, before anything else.

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The rest of the role is the full finance cycle: payables, reconciliations, payroll, month-end close and the working papers our external accountant needs. It's a broad seat with genuine ownership, reporting directly to our COO.

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What You'll Do

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Receivables (your first priority, every day)

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- Own the receivables cycle end to end: invoicing, collections, allocations, reconciliation
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- Work failed and declined payments daily - recovery outreach, payment method updates, retry management
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- Maintain the aged receivables ledger and elevate genuine problem accounts early
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- Reconcile subscription billing against the ledger and chase down variances
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- Work with client success and sales on billing disputes and payment plans
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Payables

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- Process supplier invoices with correct coding, approvals and GST treatment
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- Prepare payment runs for authorisation (all payments are authorised by the COO or CEO - you prepare, they release)
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- Maintain the supplier master file, including independently verifying any bank detail change by callback before payment
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- Manage staff expense claims and company card reconciliations
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Payroll & Compliance

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- Process payroll for ~50 staff, including super, leave and terminations
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- Keep us compliant with award and Fair Work obligations, including Payday Super requirements
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- Prepare BAS and IAS working papers for review and lodgement by our external accountant
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- Manage workers comp, payroll tax and other periodic obligations
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Month-End & Reporting

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- Daily bank and credit card reconciliations in Xero
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- Month-end close: accruals, prepayments, balance sheet reconciliations
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- Maintain a rolling 13-week cash position for leadership
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- Produce a monthly finance pack the leadership team can actually use
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- Liaise with our external accountant on year-end
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Systems & Documentation

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- Document every finance process to the standard where someone else could run it from your notes
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- Find and remove manual steps - we'd rather you automate a task than do it faithfully forever
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Who You Are

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- You chase money without being awkward about it. Firm, clear, professional, and you follow up
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- You're organised to the point that nothing sits unactioned
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- You spot the number that's wrong before anyone asks
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- You work autonomously. This is a solo seat and you'll need to set your own rhythm and hold it
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- You're comfortable being the person leadership asks, and you have the answer
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- You'd rather build a clean system once than patch a messy one forever
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Skills & Experience

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- Cert IV in Accounting and Bookkeeping minimum; Diploma or part-qualified accountant well regarded
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- Five or more years across AR, AP, payroll and month-end - ideally in a standalone or small-team finance seat
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- Strong Xero (certification well regarded)
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- Demonstrated month-end close experience including balance sheet reconciliation
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- Australian payroll, super and leave compliance
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- BAS and IAS preparation (BAS Agent registration not required - you're doing our books, not clients')
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- Experience with recurring subscription billing and failed payment recovery is a strong advantage
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What Success Looks Like

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First 90 days

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- You know our receivables ledger cold and failed payments are being worked daily
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- Payment runs are prepared on a fixed weekly rhythm
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- Every core process is documented well enough for someone to cover you
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First 12 months

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- Receivables beyond 30 days are down and stay down
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- Failed payment recovery rate is measurably better than when you started
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- Month-end closes within an agreed window, every month
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- Payroll and super are on time and accurate, every cycle
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- Leadership trusts the numbers without asking twice
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What We Offer

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- $65,000-$85,000 + super, based on experience (with high-level career progression)
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- Hybrid work flexibility
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- Ongoing training and development, including support toward further qualifications
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- Quarterly team events
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- A finance function you get to build rather than inherit, reporting straight to the COO and Directors
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UpScale Core Values

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Strength. Communication. Action.

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One of Us: A team connected becomes unstoppable

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Own Your Sh*t: We take responsibility and pride in our work

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Winner Winner: Every decision improves the client experience

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Show Up: Be great, not valuable

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If you want to work inside a fast-growing business, keep the numbers sharp, and help build something serious — we want you on the team.

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📌 Bookkeeper - Accounts Receivable + Accounts Payable (City of Gold Coast)
🏢 UpScale Business Coaching
📍 City of Gold Coast