End-To-End Hr & Office Manager (Onsite)

Heqs Wholesale Group; Sydney; Hybrid; AUD 87,000 - 89,000; Full time

Benefits offered by this job

Discretionary bonus

Study leave

Study allowance $4,000 p.a.

Flexible work options

Job summary

Zenith Investment Partners in Sydney invites applications for a Finance Administration Officer within the Applied Medical Research (AMR) department. The role focuses on accounts payable/receivable, financial tracking, and supporting cross-functional teams in a fast-paced environment.

You will manage payments, reconcile funds for clinical research projects, and prepare financial updates while liaising with sponsors, investigators, and suppliers.

Qualifications

• Experience in an administration-focused or office administrator role.
• Proficient in the Microsoft Office Suite.
• Strong communication skills and a service-oriented mindset.
• Excellent attention to detail with ability to manage multiple priorities.
• Proactive and collaborative in a busy, hands-on team environment.

Responsibilities

• Manage accounts payable and receivable, including sponsor and customer invoicing, payments and follow-ups.
• Maintain accurate financial tracking and reconciliations for clinical research projects and trust funds, resolving discrepancies.
• Prepare financial reports and account updates, highlighting outstanding payments, low balances, funding risks and action items.
• Partner with research teams, investigators, Finance, sponsors and suppliers to resolve financial queries and ensure timely processes.
• Provide finance and administrative support to the AMR CRP team, including timesheet management and payroll troubleshooting.

Skills

Office administration

Microsoft Office

Communication

Attention to detail

Teamwork

Tools

CRM systems

Job description

Join a dynamic and collaborative team where your organisational strengths will play a key role in keeping our Sydney office running smoothly and efficiently.

In this role, you’ll gain exposure across multiple teams, working closely with stakeholders in Marketing, People & Culture, Legal & Compliance, Research, and Sales. You’ll be part of a supportive, high‑performing and outcome‑focused admin team where your initiative and attention to detail will directly contribute to the quality of operations across the business. With a diverse range of tasks, the chance to build new skills, and the opportunity to play an integral part in office coordination, this role offers meaningful variety and ongoing professional growth in an inclusive and forward‑thinking environment.

This role requires you to be in the Sydney office for a minimum of 3 days each week to support smooth day‑to‑day operations.

Your key responsibilities as an Office Administrator will include:

• Coordinating day‑to‑day office operations, including building management requests, maintaining supplies, and ensuring the office remains organised and presentable.
• Acting as the first point of contact for visitors and incoming calls while assisting with meeting room coordination and mail handling.
• Supporting multiple teams—including Marketing, People & Culture, Legal & Compliance, and Research—with a range of administrative tasks and project support.
• Managing client system processes such as trial setups, onboarding, licence extensions, and record updates within CRM systems.
• Preparing and formatting company communications, presentations, proposals, and documents using templates and brand guidelines.
• Collaborating with the admin team to deliver seamless, well‑coordinated support across the business and contribute to team priorities.

You will need the following experience and skills to join us as an Office Administrator:

• You must have experience working in an administration‑focused or office administrator role.
• You will be proficient in the Microsoft Office Suite and confident using it for day‑to‑day tasks.
• You should have strong communication skills and a service‑oriented mindset.
• You will bring excellent attention to detail, with the ability to manage multiple priorities effectively.
• You will be proactive, collaborative, and comfortable working as part of a team in a busy, hands‑on environment.

Zenith Investment Partners is one of Australia's leading investment research and consulting businesses, specialising in managed funds research, consulting and investment solutions for financial advisers and their clients!

You will be joining a friendly, supportive, and inclusive environment where teamwork and continuous improvement are genuinely valued. Our hybrid work approach allows you to collaborate in person while still benefiting from flexibility, with an expectation of at least four days per week in the office. You’ll work with experienced professionals across multiple teams, enjoy a culture that encourages growth and learning, and be part of a workplace that celebrates diverse perspectives and contributions.

Benefits:

• The opportunity to make your mark on the success of a fast‑paced entrepreneurial company that is growing rapidly internationally
• A pleasant, ambitious and professional working climate with good opportunities for further development
• A culture that is about continuous learning and development to ensure that we retain our brand integrity within the global fund industry
• Commitment to foster an environment that welcomes individual perspectives, backgrounds, and life experiences
• Eligibility of discretionary bonus
• 4 days study leave per annum
• $4,000 p.a. study allowance paid for successful completion of approved courses (in accordance with Continuing Professional Education policy)
• A range of wellbeing offerings and discounts on everyday spending
• Flexible work options under our Versatile Work Practices

We are committed to equal opportunity and encourage applications from Aboriginal and Torres Strait Islander peoples, veterans and individuals from diverse backgrounds.

Role title: Finance Administration Officer

Role type: Maximum Term full time (24 months contract)

Department and location: Applied Medical Research (AMR), St Vincent’s Public Hospital, Sydney

Salary: $86,896.63 - $ 88,951.42 + super + salary packaging

About the role

• Manage accounts payable and receivable, including sponsor and customer invoicing, payments and follow‑ups.
• Maintain accurate financial tracking and reconciliations for clinical research projects and trust funds, investigating and resolving discrepancies.
• Prepare financial reports and account updates, highlighting outstanding payments, low balances, funding risks and items requiring action.
• Partner with research teams, investigators, Finance, sponsors and suppliers to resolve financial queries and ensure timely, accurate financial processes.
• Provide finance and administrative support to the AMR CRP team, including timesheet management, payroll troubleshooting, financial documentation and maintaining accurate audit trails.

About you

• Bring proven experience in financial administration, including accounts payable/receivable, reconciliations and resolving discrepancies.
• Have strong attention to detail and a commitment to maintaining accurate financial records.
• Communicate confidently with a range of stakeholders, with strong written and verbal communication skills.
• Are highly organised and able to manage competing priorities, meet deadlines and proactively follow up outstanding matters.
• Have strong Excel and financial systems skills, supported by relevant qualifications or experience in finance, business administration or clinical research administration.

What we can offer you
• Exceptional Rewards: Competitive pay and not-for-profit salary packaging to maximise your income
• Seamless NSW Health Mobility: Smooth transfer of your qualifying service and leave entitlements
• World-Class: Be part of a renowned precinct alongside the Garvan & Victor Chang institutes
• Excellence: Premier heart/lung transplant program, advanced robotics, & pioneering HIV/AIDS initiatives
• Cutting-Edge Oncology: Deliver advanced cancer care and trials at the renowned Kinghorn Cancer Centre
• Community: Support vital programs for First Nations, homelessness, mental health, & drug and alcohol care
• Professional Advancement: Accelerate your career with study leave and Curran Foundation scholarships
• Health & Wellbeing: Fitness Passport, discounted private health, & cultural recognitions and celebrations
• Sponsorship / work rights for Australia: Please note, visa sponsorship is not available for this position. For this role you must be an Australian or New Zealand citizen or have an Australia visa that grants you the work rights necessary for the role.