About the Company
OCRT is a sovereign and veteran-owned Australian SME headquartered in Canberra. We operate in the Defence and national security sector, providing specialist consulting and workforce solutions to government and industry clients. We are a small, high-performing team that values initiative, integrity, and collaboration - and we are looking for someone who takes pride in doing the detail well.
About the Role
The Business Administration Associate (Finance and Management) is a pivotal role in keeping OCRT running smoothly. You will be the backbone of our financial administration and general business operations, working closely with the business management team to support everything from bookkeeping and payroll to travel coordination and company governance.
This is a broad, hands-on role that suits someone who is equally comfortable working independently on financial tasks and jumping in to support the wider team when needed.
Role Requirements
* In-office/on-site work for collaboration with other business team members at our Canberra office
* Part time support of 3-4 days per week
* Enthusiasm for small business and working within a busy team, culturally aligned
* Police check during recruitment
Key Responsibilities
Bookkeeping and Financial Administration
* Recording day-to-day financial transactions including purchases, sales, receipts, and payments
* Reconciling all transactions and maintaining accurate, up-to-date financial records in Xero
* Documenting accounts payable and receivable, managing Xero contact lists, and assisting with invoicing
* Setting up payments for approval in NabConnect
* Liaising with company accountants and financial stakeholders to ensure accuracy and compliance
Financial Reporting Support
* Leading preparation of the end-of-month reporting
* Assisting with the update and maintenance of project and utilisation financial forecasting tools
* Supporting preparation of monthly, quarterly, and end-of-financial-year financial reports
* Assisting with budget preparation and management of fund allocations
Payroll and Travel
* Understanding and independently running pay runs for OCRT staff
* Leading the generation of expense claims and ensuring records and procedures are maintained
* Coordinating flight and accommodation bookings in line with company travel policies
* Coordinating Defence travel for client-facing staff
General Business Administration
* Maintaining and updating personnel details across relevant HR systems, including Employment Hero
* Coordinating renewal processes for company insurance policies and maintaining insurance registers
* Managing the company information calendar, including key dates, deadlines, and compliance milestones
* Supporting the Business Development and Human Resource personnel with talent onboarding processes
* Filing and maintaining governance documents, policies, and administrative records
* Supporting broader company activities including the Reconciliation Action Plan, Healthier Work Action Plan and events
Benefits
* Competitive salary with regular reviews and genuine career growth opportunities
* A small, close-knit team with a supportive and collaborative culture
* Opportunity to build skills across a broad range of business functions in a unique sector
Experience and Qualifications
Essential:
* 1–2 years' experience in bookkeeping or a related financial administration role
* Completion of training or a qualification related to bookkeeping or accounting
* Familiarity and hands-on experience with Xero
* Excellent attention to detail and a high standard of accuracy
* Strong verbal and written communication skills
* Experience with Defence travel processes
* Excellent collaboration skills and ability to work proactively as part of a small team
* Proficiency in Microsoft Suite, including Word, Excel, and PowerPoint
* High level of tact, discretion, and ability to maintain ethical standards when handling sensitive information
Desirable:
* Experience using Fathom
* Experience with HR platforms such as Employment Hero
* Strong analytical skills and a willingness to continuously learn and improve processes