Finance Assistant

About Timescapes

Founded in New Zealand in 2017, Timescapes is a growing hardware and SaaS company that enhances construction processes by enabling teams to work faster, safer, and more transparently. Operating across New Zealand, Australia, Canada, and the US, Timescapes supports projects with innovative software and hardware solutions to improve scheduling and visibility onsite.

Role Overview

This role reports directly to the Financial Controller and serves as the cornerstone of day-to-day financial operations. The Finance Assistant will maintain accurate bookkeeping, ensure invoicing is precise, and manage the accounts inbox, taking ownership to develop skills in billing, reporting, and finance operations as the company scales. The role anticipates increased financial responsibilities as the finance team grows.

Core Responsibilities

• Process supplier invoices promptly and accurately with appropriate coding and approvals
• Prepare and execute weekly or fortnightly payment runs with necessary approvals
• Manage accounts payable inquiries and communicate professionally with suppliers
• Handle end-to-end customer billing in coordination with Sales and Customer Success teams, ensuring accuracy and timely payments
• Administer subscription billing via Chargebee and HubSpot, ensuring contract alignment
• Perform reconciliations among HubSpot, Chargebee, and Timescapes platform daily to ensure correct revenue tracking
• Generate and send monthly customer statements, and follow up promptly on outstanding payments
• Allocate cash receipts correctly and reconcile accounts receivable ledger
• Manage invoicing inquiries, amendments, credit notes, and refunds through the accounts inbox
• Monitor accounts receivable aging, escalate overdue accounts as per framework, and maintain adherence to DSO targets
• Conduct daily bank reconciliations in Xero with correct transaction coding
• Carry out weekly reconciliations between Xero and Chargebee for accuracy and completeness
• Support month-end and year-end closing processes including all account reconciliations
• Prepare intercompany reconciliations to balance intercompany accounts monthly
• Identify and recognize prepayments within reconciliation documents
• Prepare GST returns timely for New Zealand, and regularly review tax payments and expense claims for accuracy
• Manage fixed asset register including additions, disposals, and depreciation schedules
• Implement and improve automated processes, share process knowledge, and explore efficiencies through new tools

Role Scope Clarifications

• This role involves full ownership of processes and is not a simple data entry position
• It is an individual contributor role with potential for growth as the finance function expands
• The candidate will actively shape finance processes rather than follow rigid procedures
• This position is not focused on strategic finance functions like forecasting or budgeting, which remain with senior finance roles

Candidate Profile and Experience

• Minimum of 3 years’ bookkeeping experience, preferably in small to medium enterprises or startups
• Familiarity with Chargebee and HubSpot is advantageous
• Knowledge of SaaS business models and metrics is preferred
• Strong technical accounting expertise with proficiency in Xero
• Experience managing comprehensive accounts payable and receivable cycles
• Comfortable with multi-currency transactions involving NZD, AUD, USD, and CAD
• Proficient in using modern AI tools like ChatGPT or Claude to enhance financial workflows
• Skilled in Microsoft Excel or Google Sheets for financial data management and reconciliations
• Willingness to work flexibly across time zones collaborating with teams and clients in North America and Australia
• High accuracy and attention to detail with strong communication skills
• Ability to work independently in a dynamic environment while managing multiple priorities
• Professional written and verbal communication skills for engaging with customers and suppliers

Benefits and Culture

Timescapes takes pride in a culture valuing its people, products, trust, and meaningful work. The team operates in a close-knit environment where every contribution is significant and aligned with a clear mission.

• Competitive salary aligned with experience and Auckland market standards
• Health insurance coverage
• 5% employer KiwiSaver contribution
• Access to Employee Assistance Programs and wellbeing support
• Enhanced parental leave benefits

Core Values

• Prioritize delivering value to customers by deeply understanding their needs
• Approach work with deliberate intent to achieve purposeful outcomes
• Commit to continuous improvement by striving to be 1% better daily
• Embrace simplicity in solutions, processes, and communication while recognizing that simplicity requires effort especially when handling complexity