Bookkeeper & Admin Assistant

Role Overview

± Role: Bookkeeper & Admin Assistant (Creative Agency & Psychology Practise)

± Location: Brunswick, Melbourne (must be Melbourne-based - Hybrid)

± Hours: Part-time, Contract (hourly rate) - 4+ Hours Per Week - (We anticipate this increasing over time)

± Work Mode: Hybrid – mix of in-office and remote (in-office days required)

± Start Date: January 2025

± Reports To: Founding Director (César Rodrigues) - Craate Creative & Luma Room

± Salary: $40 .00 per hour - Contractor Rate

± Days: TBD - Happy to negotiate a consistent and regular time

± Key Focus: To strategically manage and analyse the financial performance of multiple businesses, overseeing bookkeeping, forecasting, and data reporting. Providing clear financial insights that support growth, decision making, and operational efficiency.

± Industry: Creative – branding, strategy, web, video, and photography & Psychology - Couples+Therapy

± Tools:

• Accounting: Xero
• Practise: Halaxy
• Payments: Stripe
• Reporting & Modelling: Google Sheets
• File Management: Google Drive
• Email: Google Gmail
• Project Management: Notion
• Banking: Commonwealth Bank of Australia

± Website: &

± Insta: &

± LinkedIn:

Key Responsibilities

• Bookkeeping & Compliance
• Manage accounts payable and receivable across multiple entities.
• Process payroll, superannuation, and entitlements.
• Maintain accurate and compliant records in Xero, ensuring BAS, GST, and ATO obligations are met.
• Perform weekly and monthly bank reconciliations.
• Administration & Client Support (Halaxy)
• Assist with client enquiries, bookings, and appointment management through Halaxy.
• Support smooth day-to-day operations for Luma Room, including scheduling and client follow-ups.
• Generate and reconcile Halaxy invoices and payments, ensuring accuracy and alignment with Xero.
• Maintain professional and timely communication with clients and practitioners.
• Support onboarding of new clients and maintain up-to-date records in Halaxy.
• Reporting & Insights
• Prepare and deliver clear monthly and quarterly financial reports.
• Develop cash-flow projections, P&L summaries, and performance dashboards.
• Analyse financial data to identify trends, risks, and opportunities.
• Provide concise insights and recommendations to the Director.
• Forecasting & Modelling
• Build and maintain financial forecasts and business models.
• Conduct scenario and sensitivity analyses to guide strategic decisions.
• Support budgeting and revenue forecasting for growth planning.
• Systems & Data Management
• Maintain data integrity across Xero, Halaxy, Stripe, and other integrated tools.
• Use spreadsheets and analytics platforms for reporting, modelling, and insights.
• Implement and optimise efficient systems, workflows, and automations.
• Collaboration & Strategy
• Work closely with the Director and team to align financial and operational outcomes with business strategy.
• Attend occasional meetings in Brunswick for review and planning.
• Contribute to discussions on pricing, profitability, and business scaling.
• Continuous Improvement
• Identify process efficiencies and automation opportunities.
• Develop simple SOPs for bookkeeping, admin, and reporting processes.
• Support the transition from operational support to strategic financial management as the businesses grow.

Skills & Qualifications (What We're Looking For)

• Certificate IV or Diploma in Bookkeeping, Accounting, or Business Administration (or equivalent experience).
• Proven experience with small businesses — managing accounts payable, receivable, payroll, and general bookkeeping.
• Strong working knowledge of Xero, Excel/Google Sheets, and integrated payment systems (e.g. Stripe, Halaxy).
• Experience with administrative coordination, including managing enquiries, bookings, and client communications.
• Solid understanding of business systems and operational processes, with the ability to streamline and improve workflows.
• Analytical and data-driven mindset — confident in interpreting financial and operational data to produce clear insights.
• Excellent attention to detail — accuracy, structure, and follow-through are essential.
• Ability to think strategically, not just process transactions — understanding how numbers and systems impact business growth.
• Highly organised, reliable, and punctual in meeting deadlines and reporting schedules.
• Strong written and verbal communication skills.
• Capable of managing multiple entities and priorities with minimal supervision.
• Enjoys collaborating with a small team and contributing to a positive, high-performance culture.
• Must hold an ABN and be based in Melbourne, with availability for occasional in-person meetings in Brunswick.

What We Offer

• Hands-On Mentorship: Work directly with our founder, César Rodrigues, gaining real-world insight into running and scaling creative and healthcare businesses. You'll learn both the financial and strategic sides of business operations.
• Engaging, Purpose-Driven Work: Be part of a rapidly growing psychology clinic (Luma Room) and a creative agency environment. Your work will directly influence financial clarity, growth, and operational success.
• Creative Office Environment: Based in our Brunswick office, you'll join a collaborative and forward-thinking team that values precision, accountability, and open communication.
• Exposure to Exciting Projects: Support multiple businesses across health and creative industries — from managing financial systems to helping streamline client bookings and administrative processes.
• Professional Growth: As we expand, so will your role. There's genuine opportunity to grow into a broader finance and operations position with increased hours and responsibility.
• Guidance in Leadership & Business Building: Receive structured guidance in small-business systems, forecasting, and strategic decision-making.
• Stability & Balance: Part-time contract position with consistent hours in-office. We value efficiency, focus, and clear outcomes — not long hours.

How to Apply

If this role excites you and you're ready to contribute to a dynamic creative team, we'd love to hear from you. To apply, please submit the following:

• Cover Letter: A genuine, tailored cover letter explaining why you're the right fit for the Bookkeeper & Admin (Contract) role. Be authentic – no AI-generated letters, please. We value your own words and will recognise the difference.
• Send your application to
• Use the subject line: Bookkeeper & Admin at Craate Creative & Luma Room
• Resume/CV: Your current resume outlining your relevant bookkeeping, analytical, and strategic experience.
• Work Examples (Optional): Brief examples of reporting, forecasting, or financial insights you've created (ensure any shared examples are de-identified).
• References: 1–2 professional references who can speak to your accuracy, reliability, and professionalism.
• Interview & Task: Shortlisted applicants will be invited to a video interview. As part of the process, you'll complete a paid 2-hour task to demonstrate your ability to analyse data and provide financial insights. This helps us see your approach — and ensures you get a feel for how we work.

We're looking for someone to start soon and become an integral part of our team. If you're ready to bring your organisational talent to a creative environment and grow with us, apply now We can't wait to meet you and see how you can help keep our creative projects humming.

Craate Creative & Luma Room is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all team members. All qualified applicants will receive consideration without regard to race, religion, gender, identity, orientation, or background.

Job Type: Subcontract

Pay: $35.00 – $40.00 per hour

Expected hours: 6 per week

Benefits:

• Employee mentoring program
• Professional development assistance
• Referral program

Work Location: In person