Administration Manager

Get What You Really Want In a Career Opportunity!

We’re an evolving company with vineyards and property in the South West in immediate need of a top-flight Administration Manager.  We seek an individual who is motivated by the challenge to expand both his or her technical and managerial skills in the development of a strong administration and finance section of the company. 

If you are experienced in MYOB, accounts payable and receivable, payroll and financial reporting, then this could be the opportunity you have been waiting for!

The position is based in Gelorup, amidst the rolling vines and 10 minutes south of Bunbury.

It’s a boutique winery and property company, so you do a number of different jobs.  The various roles you will fulfil are set out below.

Send your CV in strictest confidence to:

Ben Killerby

killerby@killerby.com.au

PO Box 193, Gelorup WA 6230.

Financial Reporting and Analysis Supervisor

Result Statement 

To optimise management decision-making through the reporting and analysis of financial information.

Tactical Work Listing 

• Analyse and report on budget variances.

• Analyse and report on cash flow management.

• Prepare and report on key finance ratios.

• Analyse capital expenditure proposals.

• Perform project financial analysis.

• Assist with hire purchase/lease finance proposals.

Administrative Services Supervisor

Result Statement

To provide staff support toward the acquisition and retention of clients through the development and implementation of employee support services related to telephone and email communications, document production and storage, office supplies and facilities maintenance.

Tactical Work Listing

• Ensure office supplies are maintained at adequate levels.

• Supervise the production and storage of documents.

• Develop and maintain a company wide filing and storage system for all documentation.

• Maintain facilities re: cottage, winery, sheds, gardens, house and Caves Road.

Standards

Position Specific:

1.                 Maintain sufficient stocks of stationery for the normal functions of the office.

2.                Supervise and maitain the facilities and workstations as a place of impeccable order.

3.               Maintain supplier standards file for consumables specifications and artwork and ensure consumables meet such specifications.

4.      Maintaining telephone systems, handbooks, and switchboard connections.

5.                  Maintaining employee email systems and email addresses.

6.                 Ensuring backups of all C drive email messages once a week to the G drive.

7.                  Delete email messages more than 12 months old from all C drives.

8.              Ensure inbound telephone, pager messages, fax, email and mail is received and dealt with in accordance with Company-Wide standard number 5.

Accounts Receivable Associate

Result Statement

To assist in maintaining an optimal and orderly cash flow through tracking and collecting revenues owed to the company.

Tactical Work Listing

• Marking off cheques in TM.

• Reconcile takings by printing bank statements, matching it to daily takings sheets from Cellar Door, receive the money in MYOB against daily invoices on a customer by customer basis and tick off payments in bank statements.

• Print outstanding debtors lists each Friday for Monday meetings.

• Prepare and send outstanding debtor letters each Monday.

• Receipt in MYOB banked cheques and cash from the bank deposit book.

Standards

Position Specific:

9.                   Print and have signed and mail a letter for every outstanding debtor weekly.

Accounts Payable Associate

Result Statement

To assist in maintaining an optimal and orderly cashflow by tracking company liabilities, preparing payments and meeting the company's statistical reporting requirements.

Tactical Work Listing

1.       Review and approve all invoices received by the company.

2.       Code, and allocate all invoices and match with purchase orders, resolve discrepancies, and expense reports.

3.       prepare all cheques and electronic payments of the company's liabilities.

4.       Prepare and deliver accounts aged creditors reports and related information and documentation.

5.       Review, complete and submit government agency reports ie: for WET returns, grape levies, Bureau of Statistics reports.

6.       File, store and manage invoices.

7.       Reconcile creditor statements with invoices entered into the accounting system and resolve discrepancies.

8.       Keep copies of all correspondence and notes of all conversations on file and in the MYOB database.

9.       Resolve accounts payable queries with suppliers.

Standards:                                      

Position Contract

List quality, quantity and behaviour standards for which this position is accountable

1.       All invoices will be checked for approval and accuracy prior to payment.

2.       All accounting entries will be thoroughly documented to create an effective audit trail.

3.       All documents are to be managed within the accounts payable area, filed neatly and consistently prior to payment and then filed properly after payment.

4.       All invoices unmatched with purchase orders or with any other discrepancy are not to leave the accounts area and must be resolved in the accounts area or the boardroom with the other person involved.

Bookkeeper

Result Statement

To maintain the Company’s financial records.

Tactical Work Listing 

• Reconcile all bank accounts.

• Post all monthly journals in general ledger.

• Print all weekly finance reports.

•  Prepare and enter budgets for all companies.

• Prepare BAS and IAS returns for all companies.

• Prepare WET tax rebate returns and notify of payment into account.

• Prepare Australian Bureau of Statistic returns.

• Prepare Liquor Licence return.

• Prepare Geographe Landowners invoices, statements and reconciliations.

• Maintain stock records.

Standards

1.   Bank reconciliations to be done by end of first week of each month.

2.   Post all monthly journals in general ledger by the end of the first week of each month.

3.   Print out and deliver weekly finance reports by 12.30pm each Wednesday.

Payroll & Benefits Associate

Result Statement

To support the retention of employees by administering payroll and benefits systems, providing information to management and responding to employee inquiries.

Tactical Work Listing

• Collect new employee information, start up personnel file and enter details into MYOB.

• Collect employee time sheets and print attendance report from A.I.S. Timeclock system.

• Obtain verified commission slips from cellar door.

• Enter hours information into MYOB and calculate pays.

• Set up electronic payments in MYOB and transfer to National Online.

• Have National Online files authorised and sent via modem to bank.

• Print payroll advices from MYOB and distribute to employees.

• Complete superannuation returns quarterly and remit to fund managers.

Standards

Position Specific:

1.      All employee documentation to be completed on first day of employment.

2.      Timesheets or timeclock records must be completed to allow calculation of pays.

3.      All leave forms to be authorised by employees immediate supervisor or manager.

4.     Commission slips to be paid  must be verified.

5.     All overtime or work outside of normal hours  must be approved by the relevant manager before it is worked to be eligible for payment. 

Company-Wide:

1.                   All work will be performed in accordance with all government laws, regulations, ordinances and court rulings in those jurisdictions in which the company operates.

2.                  All routine work will be documented in an operations manual.  The information included in the operations manual is proprietary.

3.                   All work will be performed according to company policies and standards inherent in all position contracts, system action plans, employee manuals, ongoing policy memoranda and facilities and dress codes.

4.                  Client and company information will be held as strictly confidential outside the company.

5.                  All telephone calls, both internal and external, will be returned within one business day and within two hours whenever possible.

6.                   You will notify your manager/supervisor of any issues to be resolved or deadlines that cannot be met by reporting position, prior to the due date, in an exception report.

7.                   All innovation will be quantified, tested and improved, then documented for routine implementation (i.e. well orchestrated once proven).

8.                  Problems with any system must be brought to the attention of your manager/supervisor in an exception report so the system can be improved, within the structure of the operations manual.

9.                   All policy memoranda indicating changes in policy and/or procedure will be stored in each employee’s operations manual until the time an update procedure is provided.

10.               Employees will provide staff assistance as required; each employee may be asked from time to time to cover other areas of accountability and/or departments.

11.               All business communications whether verbal, visual or written whether for internal or external use, will be professional in tone and content and according to any applicable and existing company policies and standards.

12.              Employees will respect each other’s time, space and need for concentration.  Socialising and interruptions must not impede workflow.

13.              Employees will have regular meetings with their management.

14.               Employees are encouraged to recommend ideas for the improvement of their department and position that are consistent with the company’s Strategic Objective.