Rental Administrator

About Car Mart Direct

Based in Upper Coomera, Car Mart Direct helps everyday Australians arrange finance and purchase quality used motor vehicles. We operate used-vehicle dealerships across Queensland, New South Wales and Victoria, alongside a growing rental fleet. We are currently seeking two administration and accounts professionals to join our team on a part-time basis.

Rental Fleet Administrator & Accounts Role

As our Rental Fleet Administrator & Accounts, you'll coordinate bookings, onboarding and returns, keep vehicles compliant and make sure payments and records are accurate across our QLD/NSW/VIC operations.

Duties / Requirements:

• Enter rental bookings in Rental Car Manager (RCM)
• Take bond/holding deposits and issue receipts
• Set up Direct Debit agreements for rental clients (Pay Advantage) and confirm payment schedules
• Verify right to drive (licence class/expiry, suspensions) and any secondary drivers
• Send rental agreements via Rental Car Manager for e-signature
• Create PPSR registrations for confirmed bookings and discharge registrations for sold vehicles
• Enter bond invoices into Xero
• Receipt rental payments daily and follow up debtors within Xero and Rental Car Manager
• Create repeating invoice templates in Xero for weekly rental payments
• Complete vehicle returns in the system and assess extra charges (e.g., cleaning, excess kilometres, damage)
• Invoice and track additional charges (admin fees, cleaning, excess kilometres, damage)
• Transfer toll notices online and/or complete statutory declarations to nominate renters for tolls incurred during the hire period
• Liaise with yard teams (VIC, QLD and NSW) and the Director on bookings, vehicle availability, approvals (vehicle swaps), escalations (arrears/damage) and vehicle registration/servicing
• Solid understanding of GST coding
• Accurate data entry with strong attention to detail
• Track vehicle servicing and registration renewal dates
• Renew registrations with Queensland Transport (TMR), Transport for NSW and VicRoads

• Demonstrated analytical and problem-solving skills

• Experience in an automotive sales or rental environment (desirable)

• Experience with Apple computers and iPhones (desirable)
• Previous experience with Xero accounting software (essential)
• Administration and receivables experience (essential)

Hours & flexibility

• 20 hours/week across 4–5 days (flexible by agreement).

Senior Accounts Administrator Role:

As our Senior Accounts Administrator, you'll support the Director, supervise finance/admin functions, and keep day-to-day accounting tight across multiple entities (dealerships and the rental fleet).

Duties / Requirements:

• PA to the Director
• Supervisor to the accounts payable/receivable administrator and rental fleet administrator/accounts (2 staff)
• Ability to handle and prioritise high-volume email, phone and text communications (internal & external)
• Full-function Accounts Payable: enter bills, escalate for approval, encumbrance payouts, weekly bills run, stock entry, and ad-hoc payments as required
• Receipt daily vehicle settlements through dealer software (Easycars) and Xero
• Weekly payroll for 10 staff (Fridays) including sales commissions for three branches
• Daily bank reconciliations for multiple accounts across multiple Xero profiles
• Liaise professionally with internal staff and external stakeholders including Transport and Insurance Brokers
• Transfer toll notices online and/or complete statutory declarations to nominate for tolls issued to Car Mart Direct for sold cars instead of new owners
• Demonstrated analytical and problem-solving skills
• Accurate data entry with strong attention to detail
• HR Administration
• Keep policies and procedures in Dropbox up to date for staff members
• General office management: ordering groceries and office supplies for each branch
• Reconciliation of monthly brokerage, commission and warranty payments for parent company Money Direct Finance (Finance Brokerage)
• Solid understanding of GST coding
• Previous experience using Xero Accounting Software (essential)
• Cert IV in Bookkeeping & Accounting (desirable) and/or 3+ years proven experience as a bookkeeper or in full-function AP/AR
• Experience within an automotive sales or rental environment (desirable)
• Multi-entity/intercompany experience (desirable)
• Experience with Apple Computers and iPhones (desirable)

Hours & flexibility

• 20-25 hours/week across 4–5 days (flexible by agreement).

Right to work & checks

• Full Australian work rights and a current driver licence required

How to Apply

Please submit a cover letter and resume detailing your suitability and indicating which role you are applying for. Kindly also advise your preferred days and times for part-time hours.