Administration & Finance Assistant

4 days ago

Melbourne, Victoria, Australia Quest Personnel Full time $80,000 - $120,000 per year
  • Melbourne based fulltime permanent position
  • MUST have permanent working rights in Australia

This position ensures precision, compliance, and confidentiality across multiple jurisdictions. The ideal candidate is exceptionally detail-oriented, adept at handling multi-currency transactions, and experienced in supporting high-net-worth individuals (HNWIs) with sophisticated financial structures.

Key Responsibilities

  • Financial Administration

  • Reconcile multiple bank and credit card accounts across international jurisdictions.

  • Manage accounts payable for aircraft operations, property portfolios, insurance, utilities, subscriptions, and household vendors.
  • Conduct thorough and ongoing invoice reviews to ensure accuracy and legitimacy.
  • Proactively negotiate optimal pricing and terms with suppliers and service providers.
  • Oversee timely payments for rates, taxes, and global compliance obligations.

  • Maintain secure and well-organised digital and physical records for all financial accounts.

  • Tax & Compliance Support

  • Prepare documentation for tax filings and liaise with internal and external accountants and advisors.

  • Monitor and manage compliance requirements across multiple countries.

  • Coordinate with auditors, legal advisors, and the CFO to ensure regulatory alignment.

  • Reporting & Controls

  • Generate consolidated monthly financial reports, including summary dashboards and detailed schedules.

  • Identify and escalate anomalies, irregular transactions, or cost variances.
  • Recommend process enhancements and financial controls to improve operational efficiency.

Qualifications & Experience

  • Minimum 5 years' experience in finance administration, bookkeeping, or accounting—preferably within HNWI, family office, or international business environments.
  • Proven expertise in multi-currency reconciliations and cross-border payments.
  • Proficient in accounting platforms such as Xero, MYOB, QuickBooks, or similar.
  • Demonstrated discretion, integrity, and trustworthiness in handling sensitive financial data.

Core Competencies

  • High level of precision and dependability in financial execution.
  • Strong analytical skills with a proactive problem-solving approach.
  • Ability to manage diverse financial responsibilities across global jurisdictions.
  • Resilient, discreet, and adaptable to evolving priorities and demands.

If this sounds like you, please submit your CV via the Apply now link.  If you need more information, please call Jenny on

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