HUNTER VALLEY PREMIUM MEATS

Position Description | Administration Manager

Our Business

Hunter Valley Premium Meats is a family-owned wholesale meat business committed to delivering quality products and maintaining strong, long-standing relationships with its customers and suppliers. We value professionalism, teamwork, integrity and a commitment to continuous improvement.

Position Purpose

The Administration Manager is responsible for leading and managing the financial, operational and administrative functions of Hunter Valley Premium Meats (HVPM) and its associated business entities.

This is a senior, hands-on position requiring a highly organised, commercially minded and analytical professional capable of independently managing complex financial administration, maintaining accurate business records, overseeing debtor and inventory management, and providing meaningful financial and operational reporting to support business decisions.

The successful candidate will demonstrate exceptional proficiency in Xero, strong financial acumen, attention to detail and the ability to identify opportunities to improve business systems, processes and overall operational efficiency. The role requires a proactive approach, a high degree of accountability and the ability to work collaboratively with business owners, employees, customers and suppliers.

1. Financial Administration and Xero Management

- Take ownership of day-to-day financial administration across multiple business entities, ensuring accuracy, consistency and compliance.

- Utilise Xero at an advanced level to manage complex financial transactions, reconciliations, accounts payable, accounts receivable and reporting.

- Maintain accurate financial records across multiple entities, including intercompany transactions and reconciliations.

- Oversee bank reconciliations, payment processing, supplier accounts and general ledger accuracy.

- Coordinate payroll administration for permanent and casual employees in accordance with applicable legislative requirements.

- Prepare and maintain financial information to support BAS, GST, superannuation and other statutory obligations in collaboration with external accountants.

- Identify discrepancies, investigate financial anomalies and implement appropriate corrective actions.

2. Data Analysis, Financial Reporting and Business Insights

- Develop, prepare and maintain accurate financial and operational reports for business owners and management.

- Analyse sales performance, gross margins, operating costs, debtor balances and inventory movements to identify trends, risks and opportunities.

- Produce regular management reporting, including performance against budgets, cash flow, profitability and key operational indicators.

- Utilise Excel and other reporting tools to analyse complex datasets and present information in a clear, meaningful and actionable format.

- Identify opportunities for improved profitability, operational efficiency and financial control.

3. Debtor Management and Accounts Receivable

- Take responsibility for proactive management of the company’s debtor ledger and outstanding customer accounts.

- Monitor debtor ageing, payment trends, credit terms and overdue balances.

- Implement and maintain effective debtor collection processes to minimise overdue accounts and improve cash flow.





- Liaise professionally and confidently with customers regarding outstanding payments, account discrepancies and payment arrangements.

- Escalate high-risk accounts and provide regular debtor performance reports to management.

- Maintain strong customer relationships while ensuring financial obligations are met.

4. Inventory Management and Operational Administration

- Oversee administrative inventory management processes, ensuring accurate recording, reconciliation and reporting of stock movements.

- Maintain accurate inventory data, including stock receipts, adjustments, transfers and associated financial records.

- Oversee the accurate processing of customer orders, supplier orders, invoicing and associated documentation.

- Identify and implement improvements to inventory administration, reporting and stock control processes.

- Support operational requirements specific to a wholesale meat processing and distribution environment.

5. Administration Management and Systems Improvement

- Take ownership of administrative systems, processes, procedures and internal controls across the business group.

- Develop, document and implement efficient administration procedures to improve accuracy, consistency and productivity.

- Identify opportunities to automate repetitive processes, improve data integrity and reduce administrative inefficiencies.

- Coordinate administrative priorities and ensure critical business functions are completed accurately and within required timeframes.

- Provide direction, guidance and support to administrative personnel where applicable.

- Maintain effective document management, recordkeeping and confidentiality practices.

- Ensure administrative activities support business growth and operational requirements.

6. Stakeholder and Relationship Management

- Maintain professional and productive relationships with customers, suppliers, employees, accountants and external service providers.

- Provide high-quality customer service and timely resolution of administrative and account-related enquiries.

- Work closely with business owners and operational teams to ensure effective communication and coordination.

- Handle confidential financial, commercial and employee information with absolute discretion and professionalism.

- Represent the business positively and uphold its reputation for quality, reliability and strong customer relationships.

Essential Skills, Experience and Qualifications

Applicants must demonstrate:

- Advanced Xero proficiency: Extensive hands-on experience using Xero to independently manage complex financial administration across multiple business entities, including reconciliations, reporting, payroll and intercompany transactions.

- Strong data analysis and reporting capability: Demonstrated ability to analyse financial and operational information, identify trends and produce accurate, insightful management reports.

- Debtor management expertise: Proven experience managing accounts receivable, debtor ageing,



collections and customer credit accounts, with a strong focus on cash flow and financial accountability.

- Inventory management experience: Demonstrated experience administering inventory systems, reconciling stock movements and maintaining accurate inventory and financial records.

- Financial administration experience: Substantial experience in a senior administration, accounts or financial operations role involving complex, high-volume transactions.

- Advanced Microsoft Excel skills: Strong proficiency in spreadsheets, formulas, pivot tables, data reconciliation and financial analysis.

- Excellent organisational skills: Ability to independently manage competing priorities, meet deadlines and maintain exceptional accuracy.

- Commercial awareness: Ability to interpret financial information and understand its implications for business performance and profitability.

- Strong communication skills: Qualified written and verbal communication, including the confidence to manage sensitive debtor conversations.

- Problem-solving and initiative: Demonstrated ability to identify issues, implement practical solutions and continuously improve business processes.

- Integrity and confidentiality: A high level of professionalism, discretion and accountability when handling sensitive business information.

- Current Class C Driver’s Licence.

Highly Desirable Experience

- Previous experience working within a meat wholesale, meat processing, food manufacturing or food distribution environment, with an understanding of industry-specific inventory, invoicing and operational requirements.

- Experience managing administration across multiple related companies or a family-owned business group.

- Familiarity with high-volume wholesale customer accounts, variable pricing structures and inventory movements.

- Experience developing management dashboards, KPI reporting and business performance analysis.

- Experience improving financial systems, integrating software platforms and streamlining administrative processes.

- Previous experience supervising or coordinating administrative staff.

Key Performance Expectations

- Financial accuracy — Accurate, timely reconciliations and financial administration across all entities

- Xero management — Reliable, well-maintained financial systems and records

- Debtor management — Proactive collections, reduced overdue debt and improved debtor visibility

- Management reporting — Timely, accurate and meaningful financial and operational reports

- Inventory control — Accurate inventory records, reconciliations and prompt resolution of discrepancies

- Process improvement — Demonstrable improvements in administrative efficiency and internal controls

- Business support — Responsive, professional and commercially focused support to management and operations

Personal Attributes

The successful candidate will be a confident, self-motivated and highly capable professional who takes genuine ownership of their responsibilities. They will demonstrate sound judgement, strong analytical thinking, exceptional attention to detail and a practical, solutions-focused approach.

Importantly, they will be comfortable working in a fast-paced, hands-on business environment where priorities can change quickly and where initiative, reliability and accountability are highly valued.

📌 Admin Manager (Rutherford)
🏢 Hunter Valley Premium Meats
📍 Rutherford