Finance Administration Assistant

Air Aroma; Melbourne; On-site; AUD 52,000 - 66,000; Full time

Benefits offered by this job

Birthday leave

Staff discounts on Air Aroma products

In-depth training and mentoring

Career progression within a global org

Office in Moorabbin with parking

Job summary

Air Aroma, a Melbourne-based scent marketing agency, is seeking a Finance Administration Assistant to support our global finance operations. You will prepare reports, manage invoicing across international offices, and ensure data accuracy and up‑to‑date records.

You’ll work with our finance team to process invoices, coordinate shipping and customs invoicing, and handle payments across multiple currencies using portals like Stripe and PayPal. The role offers growth within a global organisation.

Qualifications

• Proficient in Excel with data analysis and reporting
• Experience in a finance/administrative role preferred
• Bookkeeping accounts payable/receivable experience is desirable

Responsibilities

• Provide timely administration support to the Finance team
• Create and process invoices for global offices in Xero
• Coordinate shipping and customs invoicing with the warehouse team
• Obtain payment authorisation forms in multiple currencies and via various portals
• Process payments and support Accounts Receivable with payment follow-ups
• Assist with registrations and prepare regular financial/operational reports
• Extract and analyse data from Salesforce to support decision-making
• Maintain accurate records across systems and data integrity

Skills

Excel skills

Education

Bookkeeping/accounting qualification

Tools

Xero

Salesforce

Job description

Air Aroma is a scent marketing agency founded in Melbourne, Australia with offices around the globe. Driven by minimalist, refined design and bespoke aromas, we design, develop and implement scent marketing solutions, by way of unforgettable scent experiences, ambient scenting and custom branded products.

As the industry leader with over twenty-five years of experience and a dedicated team of perfumers, storytellers, and designers, we’ve created custom scents for some of the most well‑known and luxurious brands. We believe in impactful experiences, inspiring spaces, elevated design, and meaningful connections.

About The Role

Reporting directly to our Financial Controller, you’ll play an important part in supporting our finance operations: preparing reports, managing invoicing across our global offices and ensuring our data and records are always accurate and up to date.

As the Finance Administration Assistant, you’ll be supporting and assisting the team by:

Providing timely administration support to the Finance team

Creating and processing invoices in Xero for all our global offices

Working closely with the warehouse team to coordinate shipping and customs invoicing, leveraging the stock management system to ensure accurate and timely dispatch

Obtaining payment authorisation forms from customers for active contracts in all global markets (AUD, USD, EUR, GBP) through various payment portals such as Stripe, GoCardless, Afterpay, NAB Transact and PayPal

Processing payments through online portals and supporting Accounts Receivable with credit card decline follow ups

Supporting with personal property security registrations

Preparing and distributing regular financial and operational reports for internal and external stakeholders

Supporting reporting, reconciliations, and financial documentation

Extracting and analysing data from Salesforce to support decision‑making and reporting

Maintaining organised and accurate records, ensuring data integrity across systems

Our finance team supports all our global offices from our Australian Headquarters in Moorabbin. This is a fantastic opportunity to grow and finesse your finance career with a global focus. You’ll have the opportunity to bring your own flair and make this role your own, with potential for genuine long‑term career progression.

What you’ll bring

Strong Excel skills, including formulas, data analysis, and reporting

Experience using Xero and Salesforce (preferred, but not essential)

Excellent attention to detail and commitment to accuracy

Great organisational skills and the ability to manage competing deadlines

An interest or understanding in international currency exchange and sales tax

A proactive, can‑do attitude and willingness to learn

Previous experience in a finance or administrative role; Bookkeeping or Accounts Payable/Receivable

A certification or tertiary qualification, or working towards, in bookkeeping, accounting or business (preferred, but not essential)

Curiosity and enthusiasm for working in a creative, sensory‑driven industry

What We Offer

A friendly, collaborative team passionate about what we do

Competitive salary and birthday leave!

Generous staff discounts on all Air Aroma products

In‑depth training and ongoing mentoring to ensure you succeed

A true promote from within mentality, with opportunities to grow within a global organisation

Chic new offices in Moorabbin, with end of trip facilities and on‑site parking

A chance to make a real impact in a growing company