Position: Office Manager & Finance Coordinator (Contract - 12Month Parental cover)
Direct Reports: Company Directors
Key Relationships: Company Directors, Bookkeeper, Sales Directors, PR Director
The Role:
The Office Manager & Finance Coordinator will work across the Known Agency business, supporting the Company Directors with all functions relating to but not limited to; company administration, finance, payroll, human resources, travel & showroom booking, and budgets & expenses.
This candidate will ideally have experience within a similar role, and be able to multitask, have assertive and excellent written and verbal communication skills and be highly organised.
Experience within Human Resources and Finance is also favourable, but not necessarily essential.
Primary Purpose of Position:
The Office Manager & Finance Coordinator will be managing all aspects of the business with the support of the company Directors not limited to:
● Support our finance team with forecasting revenue, agency costs, and staffing requirements for each client.
● Optimise and oversee the onboarding process for all new clients and the team’s client allocation process.
● Monitor macro and micro budgets and ensure there is accurate and timely client billing.
● Constantly cultivate and strengthen relationships and foster business building opportunities.
● Solve problems at all levels, utilising leadership, and negotiation skills.
● Act as an inspiring and effective communicator at all levels.
● Attend key meetings as needed and requested.
● Managing company budgets such as showroom budgets, cashflow and commissions.
● Create, execute and drive companies’ human resources handbook and policies with support of company Directors.
● Foster a positive, engaging, performance-driven company culture.
● Deliver on company goals around team retention, aligning with the team value proposition.
● Maintain positive relationships with the agency’s network of suppliers and partners
Key Responsibilities and Duties
Office Management:● Manage day to day tasks to ensure the execution of all things related to Office Management.
● Book and organize all company travel and ensure per diems and staff budgeting aligns with seasonal showroom budget.
● Ensure that office equipment is maintained to the appropriate quality and quantity
● Responsible for office maintenance such as liaising with cleaners and building managers.
Finance:● Working with Senior Bookkeeper to oversee general accounting, cost accounting, payroll, payables and receivables and general ledger reconciliation such as:
○ Weekly, Monthly and Quarterly Accounts Receivable & Accounts Payable
○ Assisting the Senior Bookkeeper with Invoicing, Payroll and Payments administration
○ Reconcile Bank, Airwallex and Credit Card Accounts
○ Work with clients to ensure proper and timely collections of receivables, billing and status
○ Ensure that invoices are correctly posted and provide monthly vendor payment/check run list to Directors for approval
○ Ensure all expenses are verified and reconciled with invoices and that expenditure controls follow Company policy and procedures
● Support our finance team on all business-related admin such as:
○ Workers compensation, BAS, and business registration, including:
○ Manage, report and reconcile staff expenses including local and overseas travel expenses and per diem
○ Monthly completion of payment trackers with clients and Brand Managers to hand over to Bookkeeper for invoicing
○ Present costing per sales market
○ Manage, report and reconcile staff expenses including local and overseas travel expenses and per diem
○ Maintain records of accounting
HR & Administration:
● Support the hiring process of new staff including position description development.
● Ensure team position descriptions are current and up to date.
● Ensure that all HR documentation is aligned with the agency’s brand and tone.
● Monitor and update Showroom budgets and update forecasts regularly and as needed
● Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
● Assisting with employee contracts and job descriptions
● Ensure compliance with all regulatory authorities, including, ATO, OH&S, insurances, and legal.
● Coordinate appointments and meetings and managing staff calendars
● Maintain records of staffing and workplace processes
● Assist in the management of payroll including leave and time in lieu
● Coordinate Employee reviews and update/collate documentation
● Quarterly review of Sales Managers’ sales performance and staff incentives to be paid out
Client Contracts & Showroom:● Oversee client agreements and financial negotiations, ensuring that all agreements, terms, client records and information are maintained and adhered to. Including:
○ Assisting with client contracts and client documentation administration
○ Liaise with Company Directors, Sales Directors, PR Director to maintain client records during the term of contracts
○ Maintain Client records in Xero such as client details and invoicing
● Manage International showroom including:
○ Execution and contract negotiations - Liaise with Showroom partners to secure executed contracts and invoices are verified
○ Maintain records of budget and costs per sales market
Skills and Experience required● Minimum 5 years of experience within a similar role.
● Minimum 2 years accounting experience
● Experience in the Fashion Industry is a plus
● Proficient in Microsoft Office Suite (Work, Excel, Outlook) – Proficient in Adobe Creative Suite is a bonus
● Experience managing payroll, and company ATO and legal documentation.
● Experience with Xero Accounting software
● Excellent organisational and time management skills, ability to multi-task and react to shifting priorities while adhering to deadlines
● Excellent problem-solving and analytical skills
● Must be able to effectively multi-task in a fast-paced environment
● Detail oriented and ability to work under pressure and tight deadlines
● Excellent communications skills, both verbal and written – with a strong need to convey statuses clearly and succinctly to internal and external teams.
● Demonstrate operational and financial management knowledge.
● Demonstrate an approachable and innately trustworthy, honest, and integrity-driven approach to all facets of the role.
● Self-motivated, detail and results oriented, focused and hard working
● Excellent record keeping and organisation skills
