Rental Administrator

Rental Administrator & Accounts Role and Senior Accounts Administrator Role 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 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) 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 Supervise 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, elevate 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) Experience with Apple Computers and iPhones (desirable) 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. Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad. #J-18808-Ljbffr