Working closely with the Office Manager to ensure smooth office operations across Sydney and Melbourne locations for ~70 staff.

Responsibilities include administrative tasks, vendor coordination, contract management, invoice processing, and project support for premises and applications.

This role requires a detail-oriented professional to manage expense processing, invoicing operations, and policy updates in a fast-paced environment.

Expense Management
- Process and verify employee expense claims ensuring policy compliance
- Review expense reports for accuracy and complete documentation
- Reconcile corporate credit card statements and resolve discrepancies
- Follow up on non-compliant submissions and provide policy guidance
- Prepare monthly expense reports and analysis for management

Invoicing and Payable
- Process supplier invoices and verify against contracts
- Enter invoice data accurately into financial systems
- Ensure timely payment processing according to payment terms
- Resolve payment queries
- Maintain vendor master data and track outstanding approvals

Policy and Procedures
- Develop, review, and update administration policies
- Create and maintain process documentation and workflow guides
- Ensure policies comply with regulatory and internal control requirements
- Monitor compliance and identify areas for improvement
- Communicate policy updates to staff and stakeholders
- Collaborate with Compliance and Risk teams on policy implementation

Administrative Support
- Prepare and distribute processing metrics reports
- Update process documentation and provide staff training
- Assist with system configuration, testing, and user acceptance
- Deliver end-user training and create training materials
- Assist Office Manager with day-to-day office operations
- Support smooth running of the office including facilities coordination

Business Administration Certificate III or IV appreciated

2+ experience in Accounting (expense processing, invoicing)

- Excellent written communication and interpersonal skills

- Analytical mindset with process improvement focus

- Proactive problem-solver with initiative

- Versatile and adaptable to diverse responsibilities

- High integrity and professional approach
- Team player with collaborative attitude

- High attention to detail and numerical accuracy

- Ability to manage high transaction volumes and meet deadlines

- Advanced Excel skills
- Experience with Concur for Expense and Invoicing appreciated