This range is provided by Kite MagneticsTM.
Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range
A$110,******/yr - A$110,******/yr
About Us
Kite Magnetics is a Melbourne-based clean-energy company founded in ****.
We develop advanced materials that help 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.
This means our internal systems, processes, and data need to be strong, even as we move quickly.
Joining Kite Magnetics now means helping to build the foundations of a high-performing, well-governed company that is 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 both business development and finance workflows.
You will help create operational clarity and reduce administrative burden on the Chief of Staff and CEO, allowing 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 to leadership; ensure strong documentation and compliance foundations (including ISO **** and ISO ***** 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.
Reporting to
Chief of Staff
Location
Notting Hill, Victoria, Australia
Hours
Permanent full-time (38 hr/week) in-person role
Key Responsibilities
Internal Operational Support
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
Business Development & Commercial Support
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, noting that strategic interpretation is owned by the Chief of Staff
Support ad hoc research requests by gathering factual information, validating sources, and presenting findings in an organised and neutral manner
Support the Head of Business Development by maintaining 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 (CEO/CoS/BD)
Manage and update the Company website as required and maintain frequent (at least once per month) posts on the Company social media sites
Finance & Administration Support
Assist with accounts payable/receivable workflows, expense tracking, and basic financial data preparation, coordinating with Finance as needed
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 (supplies, services, consumables) is well-managed and documented, coordinating closely with the Procurement & Logistics Coordinator where responsibilities intersect
Manage office communications, including greeting visitors, answering phones, responding to emails, and directing inquiries as necessary
Documentation and Data Management:
Organise and maintain digital and physical records for company documents, ensuring easy retrieval and correct version control
Support creation and maintenance of internal documentation including policies, registers, templates, workflows, and SOPs
Prepare reports and presentations for leadership, BD, and internal reviews as required
Quality, Compliance & Information Security Systems
Support development of internal processes aligned to ISO ****, including documentation control, working with the Chief of Staff and senior engineers
Assist in establishing systems, access controls, and documentation structures needed for ISO ***** information-security readiness, working closely with IT providers and the Chief of Staff
Ensure compliance tools and registers remain accurate, current, and well-maintained
People, Safety and HR Systems Support:
Collaborate with the Chief of Staff on recruitment workflows, including job-posting processes, scheduling, documentation, and candidate tracking
Improve onboarding and off-boarding processes and maintain HR-related systems including access control and asset-allocation records
Maintain HRIS/KPI systems and support reporting on people metrics and operational KPIs
Support internal events, training sessions, and team-building activities to foster a positive workplace culture
Work with OHS representatives to maintain incident and near-miss registers and ensure safety documentation is up to date
Requirements
Qualifications
Bachelor's degree in Business, Operations Management, Industrial/Manufacturing Engineering, Commerce, or a related field
Preferred
Exposure to quality systems (ISO ****) or information-security frameworks (ISO *****)
Experience with CRM or pipeline-tracking tools (e.g. HubSpot, Salesforce, spreadsheets)
Experience in startups, manufacturing, aerospace/automotive, hardware technology, or engineering-adjacent environments
Capabilities & Experience
3-7 years 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 support, market analysis)
Strong communication, structuring, and documentation skills
High level of organisation and the ability to manage multiple concurrent priorities
Strong proficiency with Microsoft 365 and general comfort with digital tools and system adoption
Ability to work collaboratively with engineering, finance, and commercial functions
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 end-of-month processes closed out reliably
Operational and compliance systems (ISO ********** readiness) implemented or significantly progressed
A well-organised office environment with strong administrative systems supporting scaling operations
Personal Attributes
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, shifting priorities, and working in a fast-paced start-up environment
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)
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.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Analyst
Industries
IT Services and IT Consulting
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