Business Administrator

Chaos1 Pty Ltd; Sydney; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

25 days annual leave

Clearance sponsorship

Mobilised from the start

Job summary

Chaos1 Pty Ltd in Sydney is seeking a mission-first Business Administrator to support governance, finance, and office administration at the XFACTORY site. You will maintain registers, run payroll support, and coordinate departments.

You will work directly with the executive leadership team, handle confidential information, and help ensure compliance and smooth daily operations.

Qualifications

• Certificate IV or Diploma in Business Administration/Accounting or equivalent experience.
• 2+ years in business, finance or governance administration.
• Experience with accounts processing, reconciliations or payroll in Xero.
• Maintaining registers, records and minutes to auditable standards.
• Proficient with Microsoft 365 (Word, Excel, SharePoint, Teams).
• Discretion with confidential information.
• Clear written/spoken communication with staff, customers, suppliers.
• Australian citizenship and ability to obtain Baseline security clearance.
• Onsite at Chaos1 XFACTORY in Sydney.
• Desirable: defence/aviation or regulated environments.
• Superannuation above mandated rate.
• 25 days annual leave.
• Clearance sponsorship available.
• Mobilised from start with ready equipment and access.

Responsibilities

• Maintain governance records including executive meeting calendar, papers, minutes and registers of actions and decisions.
• Keep company registers current (contracts, insurances, licences, policies) and evidence the compliance calendar.
• Process accounts payable/receivable, expense claims and credit card reconciliations to month-end.
• Support payroll and superannuation administration (timesheets, leave records, allowances).
• Run office administration (mail, supplies, visitors, meeting rooms, front of house at XFACTORY).
• Run onboarding paperwork (forms, records, induction bookings).
• Book travel and accommodation for field activities per the campaign calendar.
• Prepare documents, presentations and correspondence for executives using Chaos1 templates.

Skills

MS 365

Xero experience

Confidential handling

Communication skills

Onsite Sydney

Education

Certificate IV/Diploma in Business Admin/Accounting

Tools

Xero

Microsoft 365

Job description

Chaos1 is seeking a mission-first Business Administrator to support the governance and finance administration of the company. You will keep the registers, records and calendars a defence company is audited on, support finance with transactions and reconciliations, and run the office administration that keeps the XFACTORY site working. You can expect to work directly with the executive leadership team and back of house functions.

Key responsibilities

• Maintain governance records including the executive meeting calendar, papers, minutes and the decision and action registers
• Keep company registers current including contracts, insurances, licences and policies, and the compliance calendar evidence
• Process accounts payable and receivable transactions, expense claims and credit card reconciliations to the month-end timetable
• Support payroll and superannuation administration including timesheets, leave records and allowances
• Run office administration including mail, supplies, visitors, meeting rooms and the front of house at XFACTORY
• Run onboarding paperwork including forms, records and induction bookings
• Book travel and accommodation for field activities against the campaign calendar
• Prepare documents, presentations and correspondence for the executives to Chaos1's templates

About you

• Certificate IV or Diploma in Business Administration, Accounting or a related discipline, or equivalent experience
• Over 2 years in business, finance or governance administration
• Experience with accounts processing, reconciliations or payroll administration in an accounting system such as Xero
• Experience maintaining registers, records and minutes to an auditable standard
• Working proficiency in Microsoft 365 including Word, Excel, SharePoint and Teams
• Discretion with confidential company and personnel information
• Clear written and spoken communication with staff, customers and suppliers
• Australian citizenship and ability to obtain a Baseline security clearance
• Ability to be onsite at Chaos1's XFACTORY, Sydney
• Preferred: Experience in a defence industry SME, aviation or another regulated environment
• Superannuation above the mandated rate
• 25 days of annual leave every year, a full week more than the standard four weeks
• Clearance sponsorship. We sponsor your clearance and pay the vetting costs
• Mobilised from the start. Your equipment, access and role brief are ready before you arrive, and you'll be part of live work within your first fortnight

About us

Chaos1 is an Australian defence company with a mission to forge a faster path to warfighter capability. Purpose-driven and mission-first, Chaos1 deploys the people, processes and technologies needed to tackle defence's toughest problems. In a world where time is short and the threats are real, Chaos1 is the catalyst that operates forward to rapidly field warfighter capability in months.