Finance & NDIS Coordinator – Part Time

Kids in Motion | Port Melbourne | Approx. 12–15 hours per week | Adaptable / Hybrid Kids in Motion is looking for an experienced Finance & NDIS Coordinator to take ownership of our day-to-day finance administration, with a particular focus on NDIS invoicing, private-client accounts, payments and reconciliation.

We are a well-established children's movement and confidence program in Port Melbourne and have been operating for more than 25 years.

We already have a long-standing external bookkeeper and accountant, so this is not a bookkeeping or accounting role.

We're looking for someone who can own the operational finance function inside Kids in Motion ... making sure payments are processed and allocated correctly, accounts are accurate, NDIS invoicing and remittances are managed properly, payroll is completed, and discrepancies are investigated and resolved.

Hands-on NDIS invoicing and payment experience is essential.

The role

You will be responsible for:

- NDIS invoicing, payment tracking and reconciliation
- Managing the financial administration of NDIS and private clients
- Working with self-managed and plan-managed NDIS families
- Following up NDIS payments and liaising with plan managers where required
- Matching NDIS remittances and payments against client accounts and invoices
- Accounts receivable and outstanding-payment follow-up
- Allocating and reconciling client payments
- Investigating account discrepancies and incorrect balances
- Managing failed or declined payments
- Processing weekly payroll for approximately 15 employees
- Maintaining accurate financial information within our member-management and payment system
- Managing the financial side of our term rollover process
- Maintaining clear records of outstanding and unresolved finance matters
- Working alongside our external bookkeeper to ensure day-to-day financial information is accurate and up to date
- Helping us simplify, document and improve our finance and NDIS processes

We use Udio as our member-management and payment platform.



Previous Udio experience would be useful but is not essential. Experience with other booking, membership, practice-management or payment systems is highly relevant.

What we're looking for

The right person will have:

- Hands-on experience with NDIS invoicing, payments and reconciliation
- Strong accounts receivable and reconciliation experience
- Payroll experience
- Experience dealing with NDIS plan managers and payment/remittance issues
- Strong systems capability and confidence learning new software
- Excellent attention to detail
- The ability to investigate why an account doesn't balance rather than simply passing the problem on
- Strong organisation and follow-through
- Confidence communicating with families and external organisations about payment issues
- The ability to work independently and take ownership of the finance function
- A practical mindset for simplifying systems and reducing unnecessary administration

We're particularly interested in someone who enjoys solving discrepancies and getting accounts right.

How you work matters too

Our mission is Empowerment Through Movement, and it guides how we work with the children, families and community we serve. This role will sometimes involve helping families navigate sensitive financial and NDIS matters, so we're looking for someone who combines financial accuracy with empathy, professionalism and good judgement.

Our team values ownership, growth mindset, grit, creativity and innovation. We want someone who takes responsibility, looks for better ways of doing things and genuinely connects with what Kids in Motion is here to achieve.

What this role is not

This is not a bookkeeping, BAS or accounting position.



We already have a long-standing external bookkeeper and accountant who continue to manage those functions.

Your role is to make sure the day-to-day financial operation of Kids in Motion is accurate, current and under control.

Hours and flexibility

We expect the role to initially be approximately 12–15 hours per week, with some additional hours potentially required during our term rollover periods. There is significant flexibility around when the work is completed, and much of the role can be performed remotely.

Some on-site time at our Port Melbourne venue will be required, particularly during onboarding and while learning our systems and processes.

The role may suit an experienced finance/NDIS administrator looking for meaningful part-time work with genuine flexibility.

About Kids in Motion

Kids in Motion has been helping children develop confidence through movement for more than 25 years. We run small-group movement programs and private sessions for children, including children with additional needs.

We're a small team, so this isn't a position where you'll be one person in a large finance department. You'll have genuine ownership of the day-to-day finance function and work closely with our Operations Manager, owner and external bookkeeper.

We're currently simplifying our systems and payment processes, so we're looking for someone who can not only manage the function well but also help us make it simpler, more accurate and easier to operate.

To apply

Please submit your CV together with a short note answering the following:

1. What hands-on experience do you have with NDIS invoicing, payments and reconciliation?
2. What experience do you have with accounts receivable, reconciliation and payroll?
3. Which booking, membership, practice-management or finance systems have you previously used?
4. What type of part-time working arrangement are you looking for?

Applications without relevant hands-on NDIS finance experience may not be suitable for this role.

📌 Finance & NDIS coordinator (Port Melbourne)
🏢 Kids in Motion
📍 Port Melbourne