This is a fantastic opportunity for a highly organised, detail-oriented professional to play a key role in BZE's administration and donor operations. You'll manage shared inboxes and inbound calls, keep our CRM (HubSpot) accurate and up to date, monitor donations across multiple platforms, and coordinate grant and acquittal tracking. You'll also drive fortnightly check-ins across our donor, grant and acquittal trackers, confidently following up action owners so nothing falls through the cracks.
Beyond donor operations, you'll support event logistics, maintain our Operations Manual, and take on a range of general administrative duties.
This role suits someone who takes genuine pride in accurate records, reliable systems, and is comfortable (and confident) chasing people up, including senior stakeholders, to get things done.
Hours:
0.8 part-time, with flexibility including hours that fit within the school day
Location:
Melbourne (based)
Key Responsibilities
Monitor shared inboxes (, ) and central phone line, ensuring timely action or reassignment
Maintain accurate, complete and current HubSpot CRM records for all donor-related information and contacts
Monitor donations received via bank transfer, Raisely, Good2Give, GiveNow, PayPal, Benevity and other platforms
Maintain the donor pipeline, grants, and acquittals trackers in collaboration with the CEO and EA
Identify upcoming grant opportunities and ensure submission/acquittal requirements are clearly documented and assigned
Convene fortnightly tracker review meetings with the CEO, CFO/COO and EA, maintaining the action register and following up owners
Maintain filing and version control for proposals,



acquittals and grant documentation
Provide general office administration, including rental invoice checks and asset register maintenance
Maintain BZE's Operations Manual, ensuring key processes stay current
Coordinate internal staff event logistics and team travel arrangements
Act as liaison with BZE's outsourced IT provider
Support event logistics for donors and Board events
Provide administrative support for HubSpot and Raisely communications
2+ years' experience in an administrative or executive support role, ideally in the not-for-profit sector
Diploma or higher qualification in business administration or a related field, or equivalent experience
Skills & Expertise
Demonstrated experience managing CRM/database systems with a high degree of accuracy (HubSpot experience an advantage)
Strong attention to detail and a track record of following tasks through to completion - including holding others accountable
Ability to build and maintain reliable trackers, workflows and filing systems
Robust prioritisation skills, able to manage competing deadlines and escalated issues early
Confidence and diplomacy in following up with senior stakeholders, including executives
A proactive, solutions-focused approach with the ability to manage up effectively




Self-motivated, able to work autonomously and as part of a team
Sound judgment and discretion when handling sensitive donor and financial information
Personal Attributes
A confident communicator who can tactfully but persistently chase up colleagues and senior leaders
Genuine commitment to BZE's vision, and an understanding of or interest in climate action and Australia's zero-emissions transition
A team player with a can-do attitude, happy to pitch in wherever needed
Ability to represent BZE positively across a wide range of stakeholders
Why Join BZE
A supportive, mission-driven team who celebrate each other's wins
Thorough onboarding and ongoing training
Genuine flexible work arrangements to support work-life balance
Five weeks of paid annual leave, including an extended end-of-year office closure
Three days paid Professional Development Leave and two days paid Volunteer Leave per year
Free and confidential Employee Assistance Program
Beyond Zero Emissions is committed to building a diverse and inclusive workplace. We encourage applications from all backgrounds, including Aboriginal and Torres Strait Islander people, LGBTQIA+ individuals, people from diverse cultural and linguistic backgrounds, and people living with disability.
Beyond Zero Emissions is committed to creating a diverse and inclusive workplace and encourage applicants from all backgrounds, including Indigenous and Torres Strait Islander people, LGBTQIA+ individuals, people from diverse cultural and linguistic backgrounds, and people living with disability.
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📌 Administration Officer (Melbourne)
🏢 Beyond Zero Emissions
📍 Melbourne