Our client is a leading Australian supply chain and logistics provider offering comprehensive transport, warehousing, and third-party logistics solutions. Operating across a national footprint, they specialise in handling a diverse range of commodities alongside dry bulk and general freight. They are dedicated to delivering innovative, safe, and highly efficient supply chain services to a broad array of markets.
They are now seeking to hire a Shared Services Officer to deliver efficient finance, operational, payroll, and compliance administration support across national workflows. This role plays a key part in maintaining accurate records, supporting operational teams, and driving service excellence across Australian sites.
Job Responsibilities
Financial Administration Support
Process supplier invoices and complete general ledger coding following approved work instructions
Assist with accounts receivable tasks, recurring billing, and credit request preparation
Verify invoices against supporting documentation and escalate discrepancies promptly
Prepare monthly operational and financial reporting packages
Maintain accurate customer and supplier records while monitoring shared finance inboxes
Raise purchase orders and escalate missing approvals or non-standard transactions
Operational Administration Support
Complete accurate operational data entry using CargoWise and related systems
Process periodic billing tasks, transport administration requests, and operational reports
Maintain operational registers, vehicle and plant records, and customer paperwork
Assist with stocktake administration, pallet reconciliations, and document control
Payroll & Workforce Administration Support
Process employee timesheets and support roster administration tasks
Assist with payroll data preparation and maintain workforce records
Collate workforce and labour reporting while escalating payroll discrepancies
WHS & Compliance Administration Support
Upload workplace health and safety records, hazards, inspections, and meeting minutes into DoneSafe
Maintain compliance registers for contractor management, training, and licensing
Monitor compliance schedules, manage equipment registration records, and assist with audit preparation
Provide professional administrative support and respond to internal queries within agreed SLA timeframes
Requirements
Demonstrated experience in administration, shared services, or transactional financial support
Strong working knowledge of Microsoft Office programs, particularly Microsoft Excel
High attention to detail with proven accuracy in data entry and checking
Excellent written and verbal communication skills in Australian English
Strong organisation and time management skills with an ability to meet strict deadlines
Ability to follow work instructions, procedures, and structured workflows
Nice-to-Have Skills
Background in the supply chain, transport, or logistics sector
Experience working with industry systems such as CargoWise, DoneSafe, Elmo, Evolve, or SharePoint
Previous experience in Accounts Payable, invoicing, or payroll support
Prior experience working within a fast-paced KPI and SLA-driven environment
Benefits
Permanent work-from-home set-up
Dayshift (Australian Eastern Standard Time business hours)
Full-time job
HMO (STAFF only)
Annual leave
13-month pay
With Government mandated benefits
VirtualStaff365 is a talent acquisition and staffing company that connects clients with skilled professionals from the Philippines who work remotely. The company specializes in building long-lasting professional relationships based on core values of respect, integrity, well-being, generosity, and excellence. They serve clients across various industries, including software development, graphic design, data management, and marketing roles. VirtualStaff365 helps clients meet talented individuals capable of working with overseas organizations while maintaining a fully remote work environment.
