Administration & Finance Assistant

Avid Sports Mandalay; Melbourne; On-site; AUD 50,000 - 65,000; Full time

Job summary

Avid Sports Mandalay is seeking an organised Administration & Finance Assistant to support the General Manager, department heads and external Finance team in day-to-day administration and financial operations. You will work across finance, administration, people and venue operations in a busy, customer-focused environment.

The role requires strong numerical skills, attention to detail and proficiency with Microsoft 365, Xero and Deputy, along with a professional, proactive approach to

Qualifications

• Experience in administration, accounts or finance support.
• Strong organisational skills and high attention to detail.
• Excellent written and verbal communication skills.
• Professional and well-presented manner.
• Comfort with numbers, reconciliations and financial information.
• Proficiency with Microsoft 365, Xero and Deputy systems.

Responsibilities

• Manage daily floats, cash and change requirements across the business.
• Coordinate banking and cash reconciliation processes.
• Support operation, administration and POS system reconciliations.
• Assist with supplier invoices, statements and inquiries.
• Handle member administration, renewals, records and payments.
• Provide end-of-month information to Finance and assist with stock counts.

Skills

Administration experience

Finance support

Organisational skills

Communication skills

Numerical accuracy

Microsoft 365

Xero

Deputy (POS/HR)

Multitasking

Independent work

Tools

Microsoft 365

Xero

Deputy

Job description

We are looking for an organised, professional and enthusiastic Administration & Finance Assistant to join our team.

This is a varied, hands‑on role supporting the General Manager, department heads and external Finance team across the day‑to‑day administration and financial operations of the business.

The successful candidate will be someone who enjoys being at the centre of a busy operation. You will be comfortable working with numbers and systems, communicating with team members and suppliers, managing competing priorities and helping ensure the administrative side of the business runs smoothly.

Key Responsibilities

Finance & Operational Support

• Manage daily floats, cash and change requirements across the business
• Coordinate banking and cash reconciliation processes
• Support the operation, administration and reconciliation of the Point of Sale (POS) system
• Assist the Finance team with the processing of supplier invoices and statements
• Assist with supplier account queries and general finance administration
• Coordinate and provide end‑of‑month information to the Finance team
• Assist with monthly stock counts and reporting
• Export employee hours from Deputy and provide payroll notes and relevant information to the Finance team
• Monitor and reconcile POS balances
• Manage membership administration, including membership renewals, records and payments
• Assist with general financial administration and record keeping

Administration & People Support

• Help coordinate and administer key business systems including Microsoft 365, Xero and Deputy
• Coordinate meetings, prepare information and take and distribute meeting minutes
• Prepare general correspondence and business documentation
• Prepare employment agreements and associated employee documentation
• Coordinate employee onboarding and ensure appropriate documentation and systems are in place for new starters
• Maintain accurate employee and administrative records
• Assist the General Manager and department heads with employee‑related and general administration tasks
• Support the coordination of internal processes, documentation and reporting
• Provide general administrative support across the business as required

About You

You will be a well‑organised, reliable and approachable team player who takes pride in getting things right.

Ideally, you will have:

• Previous experience in a similar administration, accounts or finance support role
• Strong organisational skills and excellent attention to detail
• Excellent written and verbal communication skills
• A professional and well‑presented manner
• Confidence working with numbers, reconciliations and financial information
• Good computer and systems skills
• Experience with Microsoft 365, Xero, Deputy or similar business systems
• The ability to manage multiple priorities and meet deadlines
• A proactive attitude and willingness to help wherever required
• The ability to work independently while being an effective member of the broader team
• Current or previous experience in golf, hospitality, retail, leisure or another customer‑focused venue environment will be highly regarded

This is an opportunity to take on a broad and interesting role within a dynamic, customer‑focused business.

Rather than being limited to one area, you will work closely with management and operational teams across finance, administration, people and day‑to‑day venue operations.

We are looking for someone who enjoys being part of a team, takes ownership of their responsibilities and is comfortable working in an environment where no two days are exactly the same.

If you are organised, personable, commercially minded and enjoy being the person who keeps things running smoothly behind the scenes, we would love to hear from you.