About the Role

We are seeking an exceptionally organised, experienced and highly capable Administration Manager to oversee the day-to-day financial, administrative, operational and logistical functions of our marine electronics business.

The successful candidate will be responsible for managing the company's financial administration, multi-currency banking, payroll, human resources administration, accounts payable and receivable, purchasing, inventory control, warehouse operations, international imports, freight coordination, customer service, sales administration and general office management.

The position involves managing multiple competing priorities, resolving problems independently and ensuring the business continues operating efficiently across its financial, administrative and logistical functions.

Key Responsibilities

Financial Administration, Banking & Accounting

- Manage and reconcile seven business bank accounts, including five foreign-currency accounts, ensuring transactions are accurately recorded and allocated.

- Maintain two Xero accounting organisations, ensuring accurate financial records and transaction processing.

- Manage accounts payable, including supplier invoices, payment preparation and account reconciliations.

- Manage accounts receivable, including customer invoicing, payment allocation, debtor management, overdue account follow-ups and credit processing.

- Coordinate domestic and international supplier payments, including foreign currency transactions and exchange-rate considerations.

- Process employee expense claims, reimbursements and other business expenditure.

- Investigate and resolve accounting discrepancies, payment issues and reconciliation differences.

- Maintain accurate financial records and supporting documentation.

- Coordinate financial information and documentation required by external accountants, management and other stakeholders.

Payroll & Human Resources Administration

- Take responsibility for the preparation, processing and administration of employee payroll through Xero.

- Maintain employee records, employment documentation, leave balances and payroll information.

- Prepare employment contracts, letters of offer, salary adjustment letters and other HR correspondence.

- Coordinate employee onboarding, offboarding and termination administration.

- Support compliance with applicable Modern Awards, the National Employment Standards and Australian employment legislation.

- Manage payroll and employment administration involving Australian and international personnel.

Purchasing, Procurement & Supplier Management

- Manage purchasing requirements across the business, including domestic and international procurement.

- Prepare, issue and manage supplier purchase orders.

- Coordinate supplier communications regarding pricing, availability, lead times,



delivery schedules and outstanding orders.

- Manage supplier pricing updates and maintain accurate purchasing information within the inventory management system.

- Investigate and resolve supplier invoice discrepancies, purchasing errors and stock discrepancies.

- Ensure purchasing, receipting and associated accounting records are accurately maintained.

Inventory, Stock Control & Warehouse Management

- Take responsibility for the administration and accuracy of the company's inventory records.

- Manage inventory and stock movements within Unleashed inventory management software.

- Receive, unpack, inspect and receipt incoming stock against purchase orders and supplier documentation.

- Investigate and resolve stock shortages, discrepancies, incorrect deliveries and inventory allocation issues.

- Coordinate and undertake stocktakes, stock counts and inventory adjustments.

- Maintain accurate stock levels, product records, locations and inventory valuations.

- Pick, check, pack and prepare customer orders for dispatch.

- Coordinate day-to-day warehouse activities, stock organisation and order fulfilment.

- Ensure physical stock movements are accurately reflected in inventory and accounting systems.

- Balance warehouse responsibilities with financial, administrative and customer-facing duties.

International Imports, Freight & Logistics

- Coordinate international shipments and imports from overseas suppliers.

- Liaise with freight forwarders, international couriers, suppliers and customs clearance providers.

- Manage shipping documentation, commercial invoices, customs information and import-related paperwork.

- Review international freight invoices, customs charges, import duties and associated shipping expenses.

- Calculate and allocate landed costs to imported inventory.

- Manage domestic freight bookings, courier services and customer delivery requirements.

Sales Administration, Quotations & Customer Support

- Provide comprehensive administrative support to the sales function.

- Prepare, manage and follow up customer quotations.

- Process customer sales orders and coordinate order fulfilment.

- Generate customer invoices and manage invoicing corrections, credits and associated documentation.

- Respond to customer enquiries regarding product availability, pricing, order status, freight and delivery.

- Resolve customer issues involving orders, invoicing, product supply and delivery.

Office Management & Frontline Communications





- Oversee the day-to-day administration and general operation of the office.

- Act as a primary point of contact for incoming telephone calls, customer enquiries, suppliers and office visitors.

- Manage incoming correspondence and direct or resolve enquiries as appropriate.

- Coordinate internal administrative requirements and provide operational support across the business.

- Arrange business travel, including domestic and international flights, accommodation, transfers, vehicle hire and associated logistics.

- Maintain office records, documentation, procedures and administrative systems.

Systems & Technical Requirements The successful candidate must be highly competent with business administration systems and confident working across multiple integrated platforms.

Experience with the following systems is highly desirable:

- Xero: Accounting, payroll, bank reconciliations, accounts payable and receivable, and financial administration.

- Unleashed: Inventory management, purchasing, receipting, sales orders, stock control and invoicing.

- Multi-currency banking platforms: Domestic and international payments, foreign currency transactions and reconciliations.

- Microsoft 365: Outlook, Excel, Word, Teams and general business administration.

- Freight and logistics platforms: Domestic and international shipment bookings, tracking and documentation.

- HR and payroll administration systems: Employee records, employment documentation and leave management.

Experience & Qualifications

We are seeking an experienced professional who can demonstrate:

- A minimum of 3 years' relevant experience in business operations, office management, financial administration or a similarly broad position.

- Experience managing purchasing, inventory control and stock management processes.

- Experience coordinating freight, logistics and international imports.

- Strong proficiency in Xero, Excel and inventory management software.

- Robust problem-solving ability, attention to detail and financial accuracy.

- Professional communication skills and the ability to deal effectively with customers, suppliers and internal staff.

- Marine industry, technical product distribution or wholesale experience would be advantageous.

This role requires someone who is comfortable being accountable for multiple business functions simultaneously.

The position requires both high-level administrative and financial competency and a willingness to undertake hands-on warehouse and logistics duties.

Join Our Team: If you're ready for a new challenge and want to be part of a fun team environment, we'd love to hear from you! Applicants must have full working rights in Australia and valid proof of identity. Don't miss this exciting opportunity - send us your current resume today!

📌 Office Administrator (Hemmant)
🏢 Ultimate Marine Power
📍 Hemmant