Business Operations & Systems Analyst
Kite Magnetics – Melbourne, Victoria, Australia
Permanent full-time (38 hr/week)
Reporting to: Chief of Staff
Location: Notting Hill, Victoria, Australia
About Us
Kite Magnetics is a Melbourne‑based clean‑energy company founded in 2022 that develops advanced materials to make electric motors in EVs and other systems lighter, more efficient, and more sustainable. Our technology began as university research at Monash and is now moving into real‑world production with customers in the EV and clean‑energy sectors.
We are a small but growing team combining engineering, manufacturing, and commercial expertise to take a complex physical product from lab to large‑scale production. Our internal systems, processes, and data must remain strong as we move quickly, and this role will help build the foundations of a high‑performing, well‑governed company aiming for global impact in the clean‑energy transition.
About the Role
This role strengthens Kite Magnetics' internal operations, compliance, and commercial functions by building robust systems, enabling high‑quality administration and reporting, and supporting business development and finance workflows. You will provide operational clarity and reduce administrative burden on the Chief of Staff and CEO, enabling them to focus on strategic growth, fundraising, and scale‑up activities.
You will develop, implement, and maintain internal tools, systems, and processes that enable operational discipline across Kite Magnetics. Provide high‑quality administrative, financial, and commercial support, ensure strong documentation and compliance foundations (including ISO 9001 and ISO 27001 preparation), and support the Head of Business Development through customer‑engagement tracking, pipeline visibility, and market intelligence.
You'll be a hands‑on role operator with excellent organisation, attention to detail, and a proactive approach to creating structure in a fast‑paced engineering‑heavy environment.
Key Responsibilities
* Improve internal processes for planning, reporting, documentation, and information flow across functions.
* Support the Chief of Staff in preparing monthly and quarterly reporting packs for leadership and investors.
* Establish and maintain internal tools and digital systems that support consistent workflows and policy alignment.
* Coordinate operational tasks that support a safe, thriving, and well‑organised workplace.
* Collect, organise, and summarise data on target customers, competitors, supply chain dynamics, and relevant technology trends.
* Prepare structured research briefs and background materials that enable the Chief of Staff, CEO and Head of Business Development to conduct commercial analysis and strategic assessments.
* Maintain and continuously update a market‑intelligence repository, ensuring information is accurate, referenced, and easily accessible.
* Provide clearly formatted inputs (data tables, summaries, source lists) for TAM/SAM/SOM models, competitive landscape reviews, and go‑to‑market planning.
* Support ad‑hoc research requests by gathering factual information, validating sources, and presenting findings in an organised and neutral manner.
* Maintain accurate tracking of customer engagements, including meeting notes, next steps, follow‑up actions, legal documentation, and contract status.
* Assist with preparation of customer‑facing packs, data sheets, and documentation when required.
* Coordinate travel and logistics for investor‑roadshows and business‑development activities.
* Manage and update the Company website and maintain frequent social‑media posts.
* Assist with accounts payable/receivable workflows, expense tracking, and basic financial data preparation.
* Track and organise grant‑related documentation, R&D expenses, and reporting inputs for annual submissions.
* Maintain data quality, version control, and documentation integrity across financial and administrative systems.
* Ensure office‑related procurement is well‑managed and documented.
* Manage office communications, including greeting visitors, answering phones, responding to emails, and directing inquiries.
* Organise and maintain digital and physical records for company documents.
* Support creation and maintenance of internal documentation such as policies, registers, templates, workflows, and SOPs.
* Prepare reports and presentations for leadership, BD, and internal reviews.
* Support development of ISO 9001 processes, documentation control, and work with the Chief of Staff and senior engineers.
* Assist in establishing ISO 27001 information‑security systems, access controls, and documentation structures.
* Maintain compliance tools and registers.
* Collaborate on recruitment workflows, including job‑posting processes and candidate tracking.
* Improve onboarding and off‑boarding processes and maintain HR‑related systems.
* Maintain HRIS/KPI systems and support reporting on people metrics and operational KPIs.
* Support internal events, training sessions, and team‑building activities.
* Work with OHS representatives to maintain incident and near‑miss registers and keep safety documentation up to date.
Requirements
* Bachelor's degree in Business, Operations Management, Industrial/Manufacturing Engineering, Commerce, or a related field.
* 3–7 years of experience in business operations, administration, commercial support, or compliance/system‑building roles.
* Ability to develop and maintain internal systems, documentation frameworks, and operational tools.
* Experience with financial or commercial analysis (cost tracking, budgeting, market analysis).
* Strong communication, structuring, and documentation skills.
* High level of organisation and ability to manage multiple concurrent priorities.
* Proficiency with Microsoft 365 and comfort with digital tools and system adoption.
* Ability to work collaboratively with engineering, finance, and commercial functions.
* Detail‑oriented and structured in organising information and processes.
* Curious, proactive, and able to improve systems rather than maintain the status quo.
* Inclusive and collaborative style with strong interpersonal skills.
* Honest, responsible, and able to maintain confidentiality.
* Comfortable working in a fast‑paced, engineering‑heavy startup environment.
* Comfort with ambiguity and shifting priorities.
Preferred
* Exposure to quality systems (ISO 9001) or information‑security frameworks (ISO 27001).
* Experience with CRM or pipeline‑tracking tools (e.g. HubSpot, Salesforce, spreadsheets).
* Experience in startups, manufacturing, aerospace/automotive, hardware technology, or engineering‑adjacent environments.
Measurement Of Success (First 6–12 Months)
* Improved visibility for leadership through timely reporting and structured internal documentation.
* A well‑maintained customer‑engagement tracking system with clear follow‑ups and prioritised BD pipeline.
* Delivery of high‑quality market‑intelligence briefs that support strategic decisions.
* Smooth finance‑administration workflows with reliable end‑of‑month processes.
* Operational and compliance systems (ISO 9001/27001 readiness) implemented or significantly progressed.
* A well‑organised office environment with strong administrative systems supporting scaling operations.
Benefits
* Competitive salary of $110,000 + statutory superannuation
* Opportunity to join Employee Stock Ownership Plan (ESOP) post‑probation.
* Collaborative and inclusive work environment
* Flexible working hours (6:30 to 9:30 am start with corresponding end times)
Equal Opportunity Statement
Kite Magnetics is an equal‑opportunity and equal‑outcome employer. We celebrate you and the diversity you bring and are committed to creating an inclusive and welcoming environment for all employees, suppliers, and customers.
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