Operations & Invoicing Assistant (P2P30042026)

About Us 

Buddle was founded to address the growing demand for reliable and efficient staffing solutions across diverse industries globally. Our mission is to seamlessly connect businesses with skilled professionals, fostering long-term partnerships that benefit both parties. At Buddle, we prioritise trust, value, and sustainability in every staffing solution we provide.

About the Role
We’re looking for an Operations & Invoicing Assistant to support a fast-paced, production-focused business based in Australia.

In this role, you’ll play a key part in keeping daily operations running smoothly, from ensuring accurate and timely invoicing to supporting broader administrative, financial, and client-facing processes as you grow in the role.

This position is structured with clear progression. You’ll begin with a focused scope (10–15 hours per week) and gradually take on more responsibility, with the opportunity to transition into a full-time role managing core operations and client communication.

If you’re highly organised, detail-oriented, and proactive, and you enjoy taking ownership in a dynamic environment, this role offers strong long-term growth and impact.

Key Responsibilities

Stage 1 — Invoicing & Accuracy (Part-Time: 10–15 hours/week)

Review completed jobs daily and ensure all are invoiced within 24 hours

Accurately calculate invoice amounts based on job specifications and pricing guidelines

Create and issue invoices with correct client details and line items

Update internal systems to reflect invoice status and tracking

Identify and flag incomplete or unusual job details for clarification

Escalate exceptions or discrepancies promptly

Stage 2 — Operations, Bookkeeping & Admin (Full-Time)

Monitor outstanding invoices and send timely payment reminders

Support bookkeeping tasks, including reconciliation and maintaining accurate records

Manage and maintain a clean, organised inbox with timely responses

Coordinate purchase orders and track supply deliveries

Maintain accurate and consistent data across internal systems

Prepare and send regular reports to clients and internal stakeholders

Stage 3 — Client Management & Business Support (Full-Time)

Serve as the primary point of contact for client enquiries via email and calls

Build and maintain strong relationships with clients

Proactively follow up on ongoing and upcoming jobs

Support sales efforts by following up leads and identifying opportunities

Assist in preparing quotes for non-standard or larger jobs

Track client activity and contribute to business performance reporting

Other Responsibilities

Identify opportunities to improve workflows, accuracy, and efficiency

Maintain a high level of organisation across systems and processes

Support additional administrative and operational tasks as needed

Handle sensitive business and financial information with professionalism

About You

At least 2 years proven experience in administrative, invoicing, or operations support roles

Experience with Xero or similar cloud accounting software

Strong written and spoken English communication skills

High attention to detail—accuracy is critical, especially in invoicing

Comfortable learning and using new tools and systems

Proactive and reliable, with the ability to work independently

Strong organisational and time management skills

Availability to work during Australian business hours 

Experience supporting production, trade, or similar industries is a plus, but not required

Finer Details

Schedule: TBD

Start Date:
TBD