About The Back Room

We exist to free our clients' time so they can focus on what they do best — growing their business. We deliver smart, efficient solutions that liberate teams from the everyday admin, and we hold ourselves to the same standard. Time is the ultimate currency, and we treat it like it.

About the Client
Our client is a property and real estate business based in New Zealand, looking to build their offshore team to support their accounts and administration function. Operating across property management and real estate sales, they rely on accurate financial processes, trust account compliance, and efficient administration to deliver exceptional service to property owners, tenants, buyers, and vendors. This role exists to ensure the smooth day-to-day management of financial transactions, reporting, and administrative operations across the business.

The Role
As an Accounts Administrator, you'll play a central role in maintaining the accuracy and integrity of the business's financial operations. You'll manage trust accounting, accounts payable and receivable, payroll processing, sales administration, and general office support, helping ensure compliance, accuracy, and operational efficiency across multiple business functions. Success in this role means consistently delivering accurate financial records, meeting key deadlines, and providing dependable support to both the accounting and property management teams.

What You'll Do

• Trust Account and Property Management Accounting:

  • Daily rent processing including ASB downloads, Palace importing, unmatched items, and reconciliations

  • Manage trust account accuracy including reconciliation, reporting, and compliance checks

  • Process Tapi invoices and ensure correct matching and approval workflows

  • Process Palace invoices, including maintenance fees, tenant charges, owner debits, and dashboard items

  • Bond lodgements, refunds, and compliance with required timeframes

  • Mid month processing including credit checks, Trade Me charges, cleaner invoices, owner payments, supplier payments, and reconciliations

  • Month end processing including all trust account reports, owner statements, owner payments, ledger payments, supplier payments, month end workflows, and audit requirements

  • Maintain spreadsheets such as GSTAC analysis, monthly performance, lost and gained managements, rates tracking, GPM summaries, and other financial trackers

  • Handle rent refunds, overpayments, transfers between properties, keep backs, owner holds, and tenant reimbursements

  • Process new property onboarding in Palace and VaultRE including fees, alerts, inspections, keys, and financial setup

• Creditors and Debtors:

  • Enter and check invoices across property management, sales, and office accounts

  • Process supplier payments through Palace and Xero

  • Prepare and send remittance advice

  • Manage unpaid debtors, follow ups, and monthly statements

  • File and store accounts records in digital and physical systems

• Sales Administration and Trust Accounting:

  • • Prepare and manage NZ Real Estate Trust deposit instructions

  • Enter sales into VaultRE including conditional and unconditional stages

  • Prepare commission sheets and internal commission allocations

  • Process vendor funding, marketing charges, and invoice requirements

  • Coordinate commission payments to salespeople

  • Maintain sales related spreadsheets and documentation

• Payroll:

  • Weekly payroll processing in iPayroll

  • Check timesheets, leave, allowances, advances, and commission payments

  • Upload payroll bank files to ASB

  • Complete payroll and commission reconciliation in Xero

  • Maintain payroll reporting and leave liability calculations

• General Accounts:

  • GST returns • IRD payments

  • Profit and loss preparation for Business Owners

  • Regular communication with Accountant

  • Xero reconciliations including GSTAC, GPM, GPR, and manual journals

• Administration and Reception Support:

  • Provide reception cover for breaks, leave, and busy periods

  • Greet clients in a warm, professional manner

  • Answer phones and take accurate messages

  • Assist with general office administration when required

  • Support the admin team with document handling, filing, and client service

• Additional Expectations:

  • Perform other job related duties as required by management

  • Support the growth and development of the business, adapting responsibilities as the role evolves

  • Maintain confidentiality and always adhere to company policies and procedures

What We're Looking For

• Previous offshore experience in the New Zealand property management or real estate industry

• Previous experience in accounts administration, bookkeeping, or accounting support roles

• Strong understanding of accounts payable, accounts receivable, reconciliations, and payroll processes

• Experience using Palace, VaultRE, iPayroll, or similar property management and payroll systems

• Experience using accounting software such as Xero or similar platforms

• Excellent attention to detail and ability to maintain accurate financial records

• Strong organizational and time management skills with the ability to manage multiple priorities

• Professional communication skills and a customer-focused approach

• Ability to handle confidential information with discretion and integrity

Why This Role

This is an opportunity to join a growing New Zealand real estate business where your work will directly support the smooth operation of both property management and sales functions. You'll gain exposure to a broad range of accounting and administrative responsibilities while helping build efficient systems and processes within an expanding offshore team.

This role is open to Philippine citizens currently based in the Philippines.

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