* Full-Time in the Office - South Melbourne location
* Unrestricted Work Rights Required
* Immediate Start
Your new company
We are seeking a highly organised and detail-driven Administration Manager with strong experience in team coordination and financial administration. This full-time role offers the opportunity to work in a fast-paced environment, supporting smooth day-to-day operations while overseeing key bookkeeping and accounts functions, supporting the team with all administrative tasks and assisting with busy phone lines when required. Ideal for a proactive all-rounder with a hands-on approach, you'll play a pivotal role in streamlining processes, maintaining accurate financial records and ensuring the team operates efficiently and effectively.
Your new role
* Responsible for a range of financial administration tasks including expense reconciliation, invoice processing and verification, budget allocation, dept collection, purchase order creation, job creation on portals, managing accounts payable and receivable and providing ongoing support to the accounts team. The accounts systems used are Levesys and Aroflo as work management system.
* Provide executive support, managing schedules, correspondence and travel arrangements.
* Assist the team to answer incoming calls and assist customers with enquiries.
* Event and catering organisation.
* A key aspect of your role will involve managing compliance-related tasks, police checks, including uploading documentation to compliance portals, verifying insurance details, and cross-checking Safe Work Method Statements (SWMS) to ensure accuracy and regulatory alignment.
* Providing high-level administrative support, database management and updates.
* Oversee office and admin operations, ensuring an organised and efficient workspace and support the team where required.
* Coordinate meetings, create reports, prepare agendas and handle documentation.
* Maintain records, archive data and manage confidential business information.
* Liaise with internal teams and external stakeholders.
* Assist with project coordination and strategic initiatives.
* Manage CRM data accuracy, oversee asset and facility databases, coordinate property maintenance and maintain security and facility records.
* Provide IT support by troubleshooting issues, updating portals, use different portals for different organisations, developing training resources, managing SharePoint, facilitating onboarding, maintaining software and equipment, training staff, and overseeing office upkeep.
* Facilities and building management as well as all ad hoc administration tasks.
What you'll need to succeed
Demonstrated experience in administration management, office coordination, and financial support, including bookkeeping and accounts handling. This role requires a highly organised, calm, friendly personality and communicative individual who thrives in a fast-paced environment and takes initiative to streamline operations. You'll be a key driver in supporting the team across all administrative and financial tasks-ensuring smooth day-to-day functioning and helping the business operate more efficiently. A background in trades or construction industries is highly regarded, along with the ability to adapt quickly, solve problems independently and maintain a positive, can-do attitude while assisting wherever needed.
What you need to do now
If you are confident in your experience, please click on the 'APPLY NOW' link to send your updated resume to Talitha Raath at Hays. Any queries email Talitha.Raath@hays.com.au
Please note, only successful candidates will be contacted.
At Hays, we value diversity and are passionate about placing people in a role where they can flourish and succeed. We actively encourage people from diverse backgrounds to apply