About the Role
We are looking for a proactive, well-organized and hands-on Operations & Administration Coordinator to support our Australian team in its day-to-day business operations. This is a varied role combining finance administration, HR support, office management and reception responsibilities. You will be the go-to person for administrative and operational matters, ensuring that our office runs smoothly and our team can focus on delivering great results. The ideal candidate enjoys working independently, has excellent organizational skills and feels comfortable handling a broad range of responsibilities in a dynamic, international environment. Your Responsibilities Finance & Accounting Administration
• Execute day-to-day bookkeeping and financial administration.
• Process incoming invoices, payments and expense claims.
• Execute accounts payable and accounts receivable.
• Maintain accurate financial records and documentation.
• Coordinate with external accountants and payroll providers.
• Process monthly reporting and basic financial reconciliations. HR & People Administration
• Support employee onboarding and offboarding processes.
• Maintain employee records, leave tracking and HR documentation.
• Coordinate with external payroll providers and support payroll preparation.
• Assist with recruitment administration and interview scheduling.
• Support HR-related inquiries and employee communication.
• Help ensure compliance with internal HR policies and local employment requirements. Office Management & Reception
• Act as the first point of contact for visitors, customers and external partners.
• Manage incoming calls, emails, deliveries and general correspondence.
• Coordinate office supplies, equipment and service providers.
• Organize meetings, appointments and travel arrangements.
• Maintain an organized, welcoming and qualified office environment.




• Support the planning and coordination of internal events and team activities. General Operations & Administration
• Provide administrative support to local management.
• Coordinate with international colleagues and headquarters.
• Maintain and improve internal administrative processes.
• Support purchasing, vendor management and contract administration.
• Assist with ad hoc operational projects and business requirements.

Your Profile
• Previous experience in office administration, operations coordination, bookkeeping or a similar role.
• Good understanding of basic accounting and financial administration.
• Familiarity with Australian payroll, superannuation and employment administration is an advantage.
• Experience with accounting software such as Xero or MYOB is desirable.
• Strong organizational skills and excellent attention to detail.
• Confident communication skills and a friendly, service-oriented attitude.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Ability to work independently, prioritize tasks and manage multiple responsibilities.
• Fluent English communication skills, both written and verbal.
• A positive, flexible and hands-on mindset.

What We Offer
• A varied and responsible part-time position.
• Flexible

working hours
to support work-life balance.
• An international and collaborative working environment.
• The opportunity to take ownership of local administrative and operational processes.
• Close collaboration with local management and international teams.
• A friendly, supportive workplace with short decision-making processes.
• Complimentary annual Total Body Mapping – Enjoy a fully paid, comprehensive skin check using advanced FotoFinder technology to support your skin health and early detection of skin changes. Interested? If you enjoy keeping things organized, supporting people and making everyday business operations run smoothly, we would love to hear from you.
• Apply now and become an important part of our Australian team

📌 Operation & Administration Coordinator - Australia (Melbourne)
🏢 FotoFinder Systems
📍 Melbourne