Administration & Finance Manager

The Administration and Finance Manager(AFM) will work to ensure that Apace accounting and administrative systems and procedures are efficient and professional. The AFM will provide accounting expertise and administrative support, working closely with the General Manager and other Managers in Nursery, Conservation & Revegetation, and Seed and Provenance. The AFM will liaise with clients and customers for our retail and wholesale nursery business, in addition to other contracts in conservation, revegetation, provenance and seed. The AFM will liaise with suppliers and contractors, ordering materials necessary to run the organisation, maintain vehicles, buildings and ensure staff and office supplies are met.

Key Responsibilities

1. Accounts & Finance

• Accounts receivable – issue accounts receivable quotes, invoices and receipts (including tax deductable receipts for donations). Follow up any outstanding invoices and request payment.

• Accounts Payable – ensure the timely and accurate payment of all bills with appropriate record keeping for tax purposes.

• Correctly use the chart of accounts and maintain tracking categories in Xero.

• General bookkeeping tasks - manage and reconcile petty cash, reconcile monthly staff and organisation expenses, Bunnings Trade and Fuel cards.

• Assist staff and the board with preparation of the annual budget, department budgets and cash flow forecasting.

• Maintain the asset register and process depreciation.

• Process month end transactions, posting journals and balance sheet reconciliations, to ensure the accounts are complete and accurate at month end.

• Assist in the preparation of financial statements for board meetings, the annual audit, annual report and AGM, and answer any ad hoc queries.

• Ensure the accounts are ready for the quarterly BAS submission and submit to the ATO.

• Assist with the submission of financial information to Government authorities including the ACNC annually.

• Assist with grant acquittals.

• Provide financial information for annual insurance renewals.

2. Administration

• Provide exceptional customer service, greet clients and visitors and respond to client/customer/resident queries and requests via telephone and email.

• Assist in the coordination of the dispatch of plant orders and maintain a shared calendar ensuring all deliveries and collections are up to date.

• Issue delivery notes to accompany all plant orders.

• Ensure all office and staff supplies are fulfilled.

3. Payroll and HR Support

• Assist in the fortnightly processing of payroll, including verifying timesheets and leave requests.

• Maintain employee records in accordance with HR and legislative requirements.

• Assist in onboarding staff and maintaining up-to-date staff and volunteer contact lists.

4. Participation in Apace sustainability

• Demonstrate willing participation and interest in the organisation and its strategic goals.

• Be respectful, accountable, and collaborative.

• Participate in management & staff meetings, planning sessions and evaluations.

• Communicate and implement Apace policies and procedures.

Competencies and Skills

Essential

• Qualifications in Accounting, Bookkeeping, or a related discipline.

• Demonstrated experience (at least 2 years) in bookkeeping and accounting, preferably within the not-for-profit sector.

• Proficiency in accounting software, especially Xero and Microsoft Excel.

• Understanding of GST and financial reporting obligations for charities/NFPs.

• High level of attention to detail and accuracy.

• Strong organisation and time management skills.

• Excellent communication and interpersonal skills.

• Ability to interact professionally with staff, customers, visitors, and volunteers.

• Ability to work as an effective team member and work independently.

• Problem solving skills and demonstrated initiative.

Desirable

• Knowledge of the flora of Western Australia, in particular the Swan Coastal Plain and Darling Scarp.

• Knowledge of the nursery & revegetation industry.

• Manual driver's licence