Finance & Billing Virtual Assistant (NDIS)

Kickstart Youth Services is an NDIS-registered youth mentoring organisation based in Victoria, Australia. We deliver 1:1 mentoring, group programs, Empower Camps, and premium short-term accommodation for young people with disabilities and complex needs.

We are structured, growth-focused, and operate with clear systems and high standards.

This role exists to keep our billing and finance administration accurate, clean, and predictable.

Role Purpose

The Finance & Billing VA ensures:

Accurate and timely invoicing
Clean reconciled financial records
Organised accounts communication
Reliable weekly financial reporting

The CEO should not be involved in day-to-day billing. This role prevents that.

Core Responsibilities

Invoicing & Billing

Raise invoices in line with service agreements and NDIS Price Guide
Apply correct price items and rates
Ensure invoices are issued on time
Correct billing errors promptly
Escalate before invoicing if unclear

NDIS Price Guide Application

Maintain working knowledge of the NDIS Price Guide
Correctly apply Core vs Capacity Building supports
Understand plan manager requirements
Never guess billing decisions

Accounts Mailbox Management

Check accounts inbox daily
Keep inbox organised and fully actioned
Respond to invoice queries and plan manager correspondence
Ensure no finance emails are left unresolved

Plan Manager & Payment Follow-Up

Track rejected or unpaid invoices
Follow up outstanding payments
Escalate complex issues appropriately

Financial Administration

Maintain weekly reconciliations
No unreconciled items older than 7 days
Keep documentation clean and audit-ready

Participant Funding Register Oversight

Maintain accurate funding records
Update funding intent and risk status
Escalate funding uncertainty before billing

Weekly Financial Reporting

Submit Weekly Finance VA Report
Flag billing issues, funding constraints, and payment delays early
Deliver reports by Monday 10am

KPIs

≥98% invoice accuracy
≤2% rejection rate
100% on-time invoicing
Weekly reconciliations completed
Inbox fully actioned daily
Weekly report delivered on time

Performance is measured on outcomes, not hours.

This Role Is Not

Financial forecasting
Strategy or budgeting
Compliance leadership
Case management

This is an execution role requiring discipline, accuracy, and structured thinking.

If you enjoy clean systems, precision, and accountability, you will thrive here.