Bookkeeper and Purchasing Officer | Work from Office

We're Hiring: Bookkeeper and Purchasing Officer!

We are currently on the lookout for a Bookkeeper and Purchasing Officer to join our team at Cloudstaff, the #1 workplace everywhere!

Schedule: Morning shift

Our Mission

To protect Australian Produce by providing innovative storage solutions for agriculture.

Our Vision

To become the #1 trusted supplier in innovative agriculture protection systems in Australia for produce.

Our Values:

o Simplicity

o Team Work

o Quality

o Improvement & Innovation

o Customer Service

Join Our Growing Team

You will play a vital role in ensuring smooth financial operations while keeping our supply chain running effectively.

Job Description:

• Maintain accurate and up-to-date financial records.
• Ensure timely processing of AP, AR, and reconciliations.
• Deliver accurate and timely customer invoicing and supplier payments.
• Build and maintain strong supplier relationships to support procurement.
• Support warehouse/production teams with timely supply of materials and accurate purchasing records.

• Be part of a dynamic team at the forefront of innovation, with a company committed to employee growth and development.
• Company laptop provided.
• Supportive culture of excellence, teamwork, and continuous improvement.
• Ongoing career development opportunities and on-the-job training.

Key Responsibilities:

• Enter, code, and process supplier invoices accurately and promptly.
• Match purchase orders with supplier bills to ensure compliance with procedures.
• Schedule and process vendor payments in line with agreed terms.
• Monitor outstanding payables and resolve discrepancies with suppliers.

• Generate and issue accurate and timely customer invoices.
• Record customer payments, deposits, and credits.
• Monitor overdue accounts and follow up collections in a professional manner.
• Reconcile customer accounts and resolve payment discrepancies.

• Perform regular bank and credit card reconciliations.

• Maintain accurate financial records and documentation.
• Assist with month-end processes.
• Collaborate with internal teams and external stakeholders on financial matters.

• Raise purchase orders (POs) for raw materials, supplies, and services.
• Liaise with suppliers to confirm lead times and track deliveries.
• Obtain quotations and monitor supplier performance.
• Maintain purchasing records in line with procurement policies.

• Maintain and update the item list in the system.
• Maintain the item list in the system – create new items and update pricing regularly.
• Coordinate with warehouse/production teams to ensure timely supply of materials.
• Assist with reordering based on production needs.
• Support import documentation and liaise with freight forwarders when required.

Responsibilities/Duties:

• Reconcile the bank accounts (transaction account and credit card)
• Check emails for invoices/statements and enter into system
• Validate invoices and match with purchase orders
• Raise deposit invoices, progress claims, and final payment invoices
• Close out jobs in ERP system after verifying completion
• Record variations and ensure invoicing to clients
• Reconcile supplier invoices with statements before payment
• Process customer credit account applications
• Debtors collection via calls/emails
• Draft and submit weekly creditor payments
• Ensure BAS/PAYG is complete and lodged/paid on time
• Prepare monthly Profit & Loss and Balance Sheet, reconciled with source data
• Produce actual vs budget reports and investigate discrepancies
• Provide weekly invoices forecast vs target reporting
• Compile weekly sales reporting and
• Provide financial statistics at production meetings
• Raise purchase orders (POs) for raw materials, supplies, and services
• Liaise with suppliers to confirm lead times, quotations, and deliveries
• Track supplier deliveries and resolve delays or quality issues
• Maintain purchasing and procurement records in the system
• Maintain and update item list in ERP system (new items, pricing updates)
• Coordinate with production teams to ensure timely material supply
• Monitor inventory and assist with reordering based on production needs
• Support import documentation and liaise with freight forwarders when required
• Review and evaluate supplier performance

• Strong organizational and time-management skills.
• High attention to detail and accuracy in financial records.

Non-negotiable skills & requirements:

• Proven bookkeeping and accounts experience (AP, AR, bank reconciliations).
• Knowledge of purchasing and procurement processes.
• Proficiency in accounting software (Xero, NetSuite, or similar).
• Effective communicator with suppliers, customers, and internal teams.

Perks & Benefits (Work From Office/Hybrid):

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Endless opportunities for career advancement
• Exclusive ATM inside the office for employee's convenience
• Annual Performance Review with Salary Increase
• We set you up for success with a company-provided PC/Laptop and fiber internet connection
• Look forward to weekly office perks for work from office staff – Free Coffee, Meals and Beer Fridays!
• Top notch workplace with first class VIP lounge and game rooms
• Child friendly spaces to cater to the needs of employees with children, enhancing work-life balance
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and connections
• Unlimited cash incentives for hired referrals
• Mental Wellness Employee Assistance program through Lifeworks
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.

Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.

**To become a priority applicant, please share a 1-2 minute video introduction detailing you experience in this specific role. You can upload your video to the CSJobs platforms. Please use a clean, distraction-free background and speak clearly and articulately.**