Job Description
About Citygreen Citygreen Systems designs and manufactures underground tree management solutions used in streetscapes, plazas, and infrastructure projects across Australia, the United States, and Canada. Our installation projects are a growing revenue stream, and we're building the financial operations team to match that growth. We run three international entities — Citygreen Systems Pty Ltd (AU), Citygreen Systems LLC (USA), and Citygreen Systems Ltd (Canada) — on NetSuite ERP (SuiteSuccess Financials First). The Australian entity is our strategic focus. Why This Role Exists We're hiring a bookkeeper who can do more than process transactions. Our installation projects are growing fast, and we need real-time visibility on whether each project is making or losing money. Right now, we don't have it — costs aren't consistently tracked against jobs in NetSuite, and our operations and finance team are stretched across three countries. This role exists to fix that. You'll own the transactional bookkeeping across all three entities AND build the project cost tracking discipline that gives leadership a live view of margin on every active installation project. This isn't a back-office role where you process invoices and wait for instructions. You'll be the person who makes our project margin numbers trustworthy. What You'll Do Project Cost Tracking (AU — This Is the Priority) Link every purchase order, vendor bill, freight invoice, and subcontractor payment to its originating Sales Order in NetSuite — every transaction, every time, within 24 hours of entry Maintain the running "Actual COGS" total on each active project Sales Order Flag any project where actual costs exceed 90% of the quoted COGS budget — immediately, not at month-end Pull cost data for the Project Manager's monthly cost-to-complete updates on installation projects Prepare draft progress claim invoices based on PM sign-off Produce the weekly project margin tracker (NetSuite saved search) and deliver it by 8am Monday AEST with zero missing data Track subcontractor payment timing against customer claim receipts — no subcontractor gets paid before the corresponding customer claim is submitted Accounts Payable & Receivable (AU, US, Canada) Process incoming bills and outgoing payments across all three entities Track customer invoices, chase overdue accounts, reconcile records Use supplier payment terms strategically — pay on day 28 of 30-day terms, not day 7 Work toward auto-matching vendor bills to POs in NetSuite Bank Reconciliations (AU, US, Canada) Reconcile bank accounts daily across three entities, completed by 10am AEST Investigate discrepancies, handle currency conversions and inter-company transfers Set up and maintain automated bank feeds — manual reconciliation for exceptions only Financial Reporting (AU, US, Canada) Monthly P&L and balance sheet for all three entities within 5 business days of month-end AU-specific: P&L split by product-only vs. installation project revenue (two-stream reporting) Weekly flash report data extract for the company's 40/25/15 margin dashboard Cashflow & Payroll Maintain and update a 13-week cashflow forecast weekly, with particular focus on installation project cashflow Flag any installation project with a negative cumulative cashflow position within 24 hours Process payroll across all entities (or manage the integration if a payroll service is in place) Regulatory & Compliance BAS/GST (AU), Sales Tax (US), GST/HST (Canada) — all filed on time, zero penalties Maintain audit trails and financial records for external auditors (PKF)