Contractor Payroll and Timesheet Administrator
An administrator who keeps contractor timesheets, pay, and invoices moving accurately and on schedule, every cycle.
- Engagement
- Full-time, managed Employer of Record
- Working hours
- Full-time, with core overlap across Australian Eastern business hours
- Sector
- Medical Recruitment
- Experience level
- Two or more years in payroll, billing, or accounts administration. Mid-level.
- Timesheets collected, checked, and chased each pay cycle
- Contractor pay prepared for review against agreed rates
- Client invoices drafted from approved timesheets
- Pay and billing queries triaged and resolved or escalated
- Weekly and end-of-cycle reconciliation reporting
- JobAdder or Bullhorn
- Astute Payroll or FastTrack
- Xero or MYOB
- Microsoft Excel
- Microsoft 365
Why this role exists
Contractor pay is the relationship. A late or wrong pay run damages trust faster than almost anything else a desk does, and the billing that follows is what keeps cash moving. That cycle is steady, repeatable, and deadline-bound, exactly the work a dedicated administrator is built to hold.
This role suits agencies running a contractor or locum book where timesheets, pay, and invoicing recur every week and cannot slip.
A day in the role
- Chase the outstanding timesheets ahead of this cycle's cut-off.
- Match approved timesheets to placements, rates, and purchase orders.
- Prepare the contractor pay file for review and draft the client invoices.
- Resolve two billing queries and escalate one that needs a consultant's call.
What good looks like at 90 days
Timesheets are in before the cut-off without a weekly scramble, pay errors are caught before they reach review, invoices go out clean, and each cycle reconciles without a hunt for discrepancies.
Sector context
This role sits inside our medical recruitment sector work, alongside coordination, sourcing, and credentialing support.
The Arcbridge difference
You direct the work. Arcbridge holds the employment.
Australian workplace law considers the real working relationship between a business and a worker, not only the contract label. Where an Australian business directly engages an offshore contractor and the practical working relationship resembles employment, classification and Fair Work questions can arise. The Fair Work Commission has scrutinised arrangements of this kind.
Arcbridge is designed to reduce the practical risks of informal offshore contractor arrangements by placing employment, payroll, leave, HR administration, and employment-side process inside a managed structure. Arcbridge or its nominated employment entity employs the team member. The client receives capability and outputs through a service agreement rather than directly engaging an offshore worker.
This is the difference between an informal offshore engagement and a structured offshore team. It is general information only, and is not a substitute for tailored legal, workplace relations, tax, or migration advice on a client's specific arrangements.
Core responsibilities
- Collect, check, and chase contractor timesheets each cycle
- Match timesheets to placements, rates, and purchase orders
- Prepare contractor pay for review against agreed rates
- Draft client invoices from approved timesheets
- Triage pay and billing queries, resolving or escalating cleanly
- Reconcile pay and billing at the end of each cycle
- Keep accurate records for every contractor and client
What this role is not
Clear scope protects the placement. These sit outside this brief, and we will say so before a call rather than after.
- This role administers your pay and billing process. It does not provide tax, accounting, or financial advice, which are matters for a qualified professional.
- It does not approve pay or sign off invoices. Final approval stays with your team.
- It is not an authorised signatory and does not move funds.
Best-fit profile
- Two or more years in payroll, billing, or accounts administration
- Numerate and accurate, comfortable with deadlines that do not move
- Strong written English for query handling
- Experience with timesheet or payroll systems
What Arcbridge screens for
Depth is the differentiation. These are the capabilities we test before a name reaches your shortlist.
Numerical accuracy
We test careful, accurate handling of rates, hours, and reconciliation, because a pay error erodes contractor trust fast.
Deadline reliability
We screen for someone who hits a fixed pay cycle every time, not most of the time.
Query handling
We assess clear, calm written responses to pay and billing questions.
Systems fluency
We look for genuine comfort with timesheet and payroll tooling and the discipline to keep records clean.
How we measure success
The signals we hold this role to. These are quality and throughput measures the team member owns, not promises about your commercial results.
- Timesheets collected and checked before each pay-run cut-off
- Pay prepared accurately, with errors caught before review
- Invoices drafted from approved timesheets without delay
- End-of-cycle reconciliation completed and reported each period
Who holds what
The managed structure is the point. You direct the work and own the outputs. Arcbridge holds the employment relationship and everything that comes with it.
You direct
- Your pay cycle, rate cards, and approval steps
- Which systems are used and who signs off pay and invoices
- How queries are escalated within your business
Arcbridge holds
- The employment relationship, payroll, and superannuation equivalent
- Leave, performance management, and HR administration
- Onboarding, equipment, and day-to-day pastoral support
The commercial case
Accurate, on-time contractor pay protects your most valuable relationships and keeps cash flowing through clean invoicing. A dedicated administrator holds that cycle so consultants do not. The managed structure provides the capability without directly engaging an offshore worker.
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View this roleTalk through this role
Place a Payroll Administrator.
Send the role brief or describe the work you need covered. We will confirm whether the role fits the Arcbridge model and arrange a 30-minute discovery call within one business day.
This document is general information only and is not legal, migration, registration, clinical, or tax advice. Arcbridge candidates are employed by Arcbridge or its nominated employment entity. The client receives managed offshore support aligned to the agreed role profile, hours, service fee, and reporting arrangements.