Business & Operations Manager

Co-Exist Australia Full-time Reports To: CEO Flexibility: Hybrid role, both WFH & In-person Scope: The Business & Operations Manager role is responsible for the financial and admin functions of the organisation, building and maintaining robust processes to support sustainable growth and the overall efficiency of the organisation. FINANCIAL MANAGEMENT Budget Oversight: Develop, monitor, and manage the organisation’s annual budget in collaboration with the CEO and relevant stakeholders. Financial Reporting: Prepare and present accurate financial reports, including balance sheets, income statements, and cash flow projections, to the CEO and the Board of Directors. Invoice Management: Process incoming invoices, manage accounts payable and receivable, and ensure timely payment to vendors and partners. Payroll and Taxes: Coordinate payroll processing and ensure compliance with tax regulations and filing requirements. Grant and Sponsorship Management: Oversee grant applications, financial tracking and reporting for all grants and sponsorships, ensuring compliance with funding requirements and deadlines. ADMINISTRATION AND OPERATIONS Process Development: Design, implement, and refine administrative processes that support the efficient operation of the nonprofit, including documentation, data management, and internal communications. HR Management: Assist in human resources functions, including employee onboarding, maintaining employee records, managing contracts, and ensuring compliance with employment laws and regulations. Volunteer Relations: Support the recruitment, management, and retention of volunteers by maintaining volunteer records, coordinating schedules, and ensuring a positive volunteer experience. Sponsorship and Fundraising: Collaborate with the CEO and team to manage and expand sponsorship opportunities, oversee donor databases, and ensure effective communication with sponsors and donors. Risk Management: Identify potential risks related to finance, HR, and operations, and develop strategies to mitigate these risks. STRATEGIC SUPPORT Board Relations: Assist the CEO to ensure the Board of Directors is provided with necessary reports, meetings invitations, and assisting with governance requirements. Compliance: Ensure that Co-Exist Australia complies with all legal, regulatory, and financial reporting requirements, including annual filings, audits, and reporting to government agencies. Resource Allocation: Assist in the strategic allocation of resources to optimize the impact of the organization’s programs and initiatives. COMMUNICATION AND COLLABORATION Internal Communication: Facilitate clear and consistent communication within the organization, ensuring that all team members are informed of relevant administrative and financial updates. External Relations: Maintain professional relationships with external stakeholders, including vendors, donors, grant providers, and regulatory bodies. Reporting: Regularly report on the status of financial and administrative functions to the CEO, highlighting any issues or areas for improvement. QUALIFICATIONS Essential: Experience: Minimum of 2 years of experience in financial management and administrative roles. Technical Proficiency: Proficient in accounting software (e.g., Xero) and Microsoft Office Suite (Excel, Word, Outlook). Familiarity with CRM systems and project management tools is a plus. Regulatory Knowledge: Understanding of nonprofit financial management, including grants, sponsorships, and donor relations, as well as knowledge of legal and regulatory compliance in Australia. Communication Skills: Strong written and verbal communication skills, with the ability to present financial information clearly and effectively to non-financial stakeholders. Attention to Detail: High level of accuracy and attention to detail, especially in financial reporting and documentation. Organisational Skills: Exceptional organisational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously. Desirable: Leadership Abilities: Experience leading or managing small teams, with the ability to inspire and motivate others. Passion for Environmental Conservation: A strong commitment to the mission of Co-Exist Australia and a passion for environmental conservation and community engagement. Experience with nonprofit/charity management KEY COMPETENCIES Problem-Solving: Ability to identify issues, analyse information, and develop effective solutions. Adaptability: Comfortable working in a dynamic environment with the ability to adapt to changing priorities. Ethical Conduct: Demonstrates integrity, accountability, and ethical behaviour in all aspects of the role. WORK ENVIRONMENT Flexibility: This is a full time role with flexible working hours. Some remote work is possible, though occasional in-person meetings or events may be required. Collaborative Culture: Co-Exist Australia fosters a supportive and collaborative work environment, where team members are encouraged to contribute ideas and work together towards shared goals. APPLICATION PROCESS Interested candidates should submit their resume, a cover letter detailing their relevant experience, and why they are passionate about joining Co-Exist Australia, via the "Apply Now" button. INTERVIEW PROCESS: Selected candidates will be contacted for an initial phone interview, followed by in-person or video interviews for shortlisted applicants. We look forward to seeing your application! For any enquires, call 0456 547 961 - Kurt Jones CEO.