Billing and Administration Coordinator

About the Role

We are seeking an organised, reliable, and detail-focused Billing & Administration Coordinator to take ownership of monthly billing, cost recovery, insurance renewals, and day-to-day business administration. You will manage your workload from start to finish, ensuring billing information is accurate, renewals are maintained, and essential administrative activities remain on track.

This is not an Accounts Receivable or Accounts Payable role . The focus is on billing preparation, reconciliation, cost recovery, renewals, documentation, and business support.

About the Client

You will be working with a specialist managed service provider delivering IT, networking, and security solutions to Australian businesses. As part of a broader group with complementary technical services, the organisation offers a close-knit and practical working environment where team members have direct access to leadership and can make a visible impact on the business.

Ideal Profile

Experience & Industry Knowledge

Previous experience within an MSP, IT services, or technology business

Understanding of managed services billing, subscriptions, and technology-related costs

Experience in administration, billing support, invoicing, or cost reconciliation

Ability to independently manage a workload from start to finish

Technical & Commercial Skills

Confident working with spreadsheets, billing systems, and financial data

Strong attention to detail when reviewing billing and cost information

Experience with Microsoft 365 and other IT-related subscriptions is advantageous

Familiarity with Autotask/Datto PSA or similar platforms such as ConnectWise or Halo is preferred

Experience with ConnectBooster, Xero, or similar platforms is advantageous

Administration & Personal Attributes

Highly organised with strong follow-through

Process-focused with an interest in identifying opportunities for improvement

Trustworthy and discreet when handling sensitive commercial information

Comfortable managing recurring tasks, deadlines, documentation, and competing priorities

Experience managing insurance renewals or compliance administration is advantageous

An interest in marketing or social media is a bonus

Responsibilities

Monthly Billing & Invoicing

Prepare monthly invoices for recurring managed services clients

Reconcile subscription costs, including Microsoft 365, security, and backup services, to ensure accurate client billing

Review ad hoc and labour time entries and follow up on missing or unclear information

Ensure billing information is complete, accurate, and ready for processing

Cost Recovery & On-Charging

Review company card transactions and supplier costs

Allocate relevant costs to the appropriate clients and prepare them for on-charging

Identify and flag unusual, incorrect, or unallocated expenses

Maintain accurate records supporting cost recovery activities

Insurance & Compliance Administration

Track insurance policies and renewal requirements, including professional indemnity, WorkCover, and vehicle insurance

Coordinate renewal activities and ensure relevant deadlines are maintained

Keep insurance policies and supporting documentation organised and up to date

Liaise with insurance brokers when required

Director & Business Support

Manage and track the Director’s recurring administrative tasks and deadlines

Maintain internal trackers, records, and business documentation

Provide general administrative support across the business

Help ensure recurring business processes remain organised and on track

How we take care of our team

💰 Get paid in Australian Dollars 🏥 Medical insurance from day one for you + spouse (or parents if unmarried) 🩺 Generous OPD coverage from doctor visits to all your medical needs 🏡 Home office setup allowance to build your ideal workspace 🌐 Internet allowance to keep you connected 💪 Gym & wellness allowance to stay fit and balanced 🎉 Work hard, play hard – regular team events & engagement activities 🧠 Diji Assist – Mental health & counseling support when you need it 📚 We invest in you – reimbursement for industry certifications 🗣️ Open-door culture – your ideas and feedback always matter 🌍 Flexible work – home or office, wherever you do your best work 🏆 Rewards & recognition that actually recognize you 🥳 Great christmas & financial year-end parties to unwind with your loved ones.