Executive Office Coordinator

2 days ago

Melbourne, Victoria, Australia Milestone IT (Milestone Information Technology) Full time

Milestone IT seeks a seasoned Administrative Support Professional to maintain the highest level of administrative efficiency and support our finance team.

Main Responsibilities:

  • Coordinating administrative tasks, including scheduling and meeting preparation.
  • Maintaining accurate records of financial transactions, POs, and invoices.
  • Supporting the finance team with accounts payable and receivable tasks.

Accounts and Invoicing:

  • Processing and tracking invoices with precision and accuracy.
  • Assisting with accounts payable and receivable tasks to ensure timely payments and collections.
  • Reconciling financial transactions and supporting month-end closing activities.

Purchase Orders (PO):

  • Creating, reviewing, and processing purchase orders according to company policies.
  • Coordinating with vendors and suppliers to ensure accurate and timely deliveries.
  • Maintaining and updating PO records to ensure compliance with established guidelines.

Document Management:

  • Maintaining organized and up-to-date records of financial transactions, POs, and invoices.
  • Preparing and distributing reports as needed for management and auditing purposes.
  • Handling confidential information with professionalism and discretion.

Qualifications and Skills:

  • Experience: Minimum of 2 years of experience in administrative roles focusing on accounts, invoicing, and POs.
  • Education: High school diploma required; an associate's or bachelor's degree in business administration, accounting, or a related field is preferred.
  • Technical Skills:
    • Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
    • Experience with accounting software and ERP systems (e.g., QuickBooks, SAP, Oracle).
    • Familiarity with PO management systems and invoicing tools.
  • Strong organizational and multitasking abilities.
  • Excellent attention to detail and accuracy.
  • Strong communication and interpersonal skills.
  • Ability to work independently and as part of a team.

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