The Manager, Administration shall support the Directors in all aspects of its business financial and quality systems, overseeing administrative staff to ensure work is conducted efficiently, effectively and accurately. The accuracy and timeliness of the daily, monthly and annual financial and administrative record keeping are the cornerstone of this successful consultancy business. The Manager, Administration shall coordinate ISO Quality Assurance documentation and audits to maintain ATC's currency as a leader in the delivery of quality Engineering services. The successful incumbent will participate in a supportive multi-disciplinary team environment with assistance from a direct report, in an attractive location opposite Parliament House, with parking and easy access by CAT bus.
Key responsibilities
* Leading monthly invoicing, by compiling descriptions, liaising with project leads, ensuring fees accrued are charged out in full according to fixed or rate contract agreements. Pursuing unbilled items to completion.
* Banking on behalf of ATC and its ownership team; and weekly reporting of accounts receivable, payable, banking transactions.
* Administrating payroll and maintaining leave registers, superannuation.
* Providing MYOB + Access database generated weekly reports including cashflow, time billing per project, and work in progress (WIP).
* Championing the debtor report, following up on routine client debtor matters and co‑working with Project Leads to manage outstanding matters.
* Preparation and lodgement of tax‑related statements such as BAS, GST and PAYG; Year‑End reconciliations.
* R&D Tax Incentive Application – coordinate inputs, financial preparation and submission (supported by experienced staff performing the identification of projects and submissions).
* Championing the Quality Management System programme with its day‑to‑day quality records, annual series of calibration, audits and follow‑up action items as required by Directors.
* Working with the Business Development Manager, checking that purchase orders have been finalised and contracts details recorded.
* Superintending the weekly roll‑up and accurate data entry (by the administrative assistant) of timesheets into ATC's time‑billing system.
* Maintaining currency of the Firm's insurances and supporting insurance audits.
* Liaising with vendors associated with office and equipment maintenance, security, IT; together with staff ordering supplies, managing inventory and coordinating equipment.
* Coordinating a monthly Director's meeting; producing monthly financial reports including statements of cashflow, profit/loss and minuting the meetings.
* Supervising a part‑time direct reporting relationship and outsourced suppliers of office‐related services.
Application questions
* Which of the following statements best describes your right to work in Australia?
* How many years' experience do you have as an administration manager?
* Have you completed a qualification in finance?
* Do you have experience in administration?
* Do you have experience working to quality assurance standards?
* Do you have technical support experience?
* Do you have experience completing ad hoc and month‑end reporting?
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