Project Accounts Assistant

Woods Bagot is a People Architecture company placing human experience at the centre of our design process to create and deliver engaging, future-oriented projects that respond to the way people actually use space.

Our Values

Uncompromising Design. Rigorous Curiosity. Effective Communication. Collective Intelligence. Dynamic Careers.

Woods Bagot is a values-driven organisation and our values underpin everything we do. Values guide the way we work, the way we make decisions and how we interact with each other, our clients and our stakeholders.

About the Role

The role of the Project Accounts Assistant is to support and manage the administration and maintenance of Studio accounting and processes to ensure effective and efficient financial function. 

This role will support the Melbourne Studio in managing the accounts payable function, timesheets, debtors, leave, project and any other finance administrative tasks as required. In addition, the Project Accounts Assistant will also provide support to our Auckland Studio accounts payable function/accounts receivable.

Key Responsibilities:

Accounts Payable

• Suppliers – ensure all supplier invoices are approved, then entered in BST with the correct GL coding.
• Sub consultants – ensure all sub consultant invoices are approved by the relevant Project Leader, and correctly coded to the correct project, phase and GL code in BST.
• Supplier and sub-consultant account set-up and maintenance.
• Employee expense claims – assisting staff with all Concur queries.
• Uber – setting up new projects and processing of Uber invoice.
• Amex – reconcile transactions for corporate AMEX cards for the Sydney studio. Includes obtaining transaction detail, receipts, coding/entering into BST and following up the appropriate approvals.
• Obtain approvals for all transactions based on the Delegation of Authority (DOA) and forward to the Accounts Payable Administrator for final payment processing.
• Prepare monthly costs tracking to ensure visibility of actual costs to budget.

Project Setup

• Complete project set-up workflow from CRM emails.
• Set-up new project phases/variations as they come through.

Project Resourcing

• Attendance at the weekly Project Leader meeting for project updates.
• Following up and updating any resourcing changes as known.
• Update resourcing requirements for new projects/phases upon set-up.
• Prepare MS91 for Intercompany revenue transfer.

Project Management

• Assist the Project Accountant with setting up monthly studio project review meetings.
• Assist with project reconciliation to ensure contractual fee value and BST allocation is align.
• Assisting Project Leaders as required with financial detail or performances on projects.

Debtors

• Draft monthly debtor invoices for review/update.
• Follow-up invoice/credit note approvals and issue to the client once received.
• Enter all approved invoices/credit notes into BST once issued.
• Client liaison in response to invoices as required.
• Following up outstanding debtors.

Timesheets

• Timesheet training for new employees.
• Weekly follow-up of studio timesheet entries.
• Timesheet support for staff as required.
• Ensure all timesheets are completed in line with month end deadlines.

Leave / Payroll Report

• Ensure all employee leave is submitted in People Portal.
• Follow up any missing leave entries or any updates required for submitted leave entries.
• Confirm all employees, and their hours are represented correctly on the monthly payroll file for submission to payroll for processing.

Other/Ad hoc

• Assistance during the audit period.
• Other tasks as required by Regional Finance Manager, Project Accountant, Studio Management Stream Leader and Studio Executive Chair.

Required Qualifications, Experience and Skills:

• Bachelors Degree or Certificate in Business, Accounting or Commerce.
• 2-3+ years’ experience in an Accounts Assistant role.
• Experience with project accounting. 
• A high level of skill in Microsoft Excel and Microsoft Outlook is essential.

You Will be Able to Demonstrate:

• High level of attention to detail with rigorous follow up.
• Ability to prioritise tasks & manage time effectively.
• Good problem solving skills.
• Willingness to learn.
• Ability to work well within a team as well as autonomously.
• Agile and able to adapt to change.
• Strong written & verbal communication skills.

How to Apply

Please submit your up-to-date resume via our Project Accounts Assistant Seek job post. Applications will be treated in the strictest confidence. We do not accept unsolicited resumes or names from agencies.

Mandatory requirement: It is an essential requirement that at the time of applying for this position applicants must have the legal right to work in Australia (an Australian citizen or Permanent Resident).

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where difference is celebrated, valued, and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation to creativity and innovative design – it is only by working together that we can realise the potential of our people, clients, and communities around us. Through our inclusive leadership and our truly global studio network of strategists, experience designers and scientists, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.