Office Manager – Finance & Administration

About the Role

Are you an experienced Office Manager who enjoys taking ownership, improving processes, and keeping a business running smoothly?

We are seeking a highly organised and commercially minded Office Manager – Finance & Administration to join our Sydney Head Office. This is a key role supporting the Managing Director and overseeing the day-to-day financial, administrative, and operational functions of the business.

This is a hands-on position with broad responsibility across finance coordination, invoicing, payroll support, office operations, and business administration. You will work closely with project, service, sales, and leadership teams to ensure the business operates efficiently and professionally.

About Automated

Automated is a specialist technology company delivering intelligent lighting control solutions across hospitality, commercial buildings, healthcare, sports facilities, luxury residences, and major infrastructure projects across Australia.

Established in 2000, we are recognised for technical excellence, innovation, and strong customer relationships. We work with leading developers, architects, lighting designers, and electrical contractors across Australia and the Asia Pacific region.

Headquartered in Sydney with offices across Australia, we also operate an international business in Thailand, offering stability and exposure to a growing multinational group.

Key Responsibilities

Finance & Administration

• Manage accounts receivable and debtor collections

• Manage accounts payable and supplier payments

• Coordinate payroll processing and employee administration

• Maintain financial records and reporting systems

• Liaise with external accountants and financial advisers

• Assist with budgeting, cash flow reporting, and forecasting

• Prepare monthly management reports and summaries

• Support month-end and year-end financial processes

Invoicing & Revenue Management

• Prepare project progress claims, service invoices, maintenance invoices, and final invoices

• Monitor Work In Progress (WIP) and ensure timely invoicing

• Process variations and purchase orders

• Work with Project and Service teams to obtain supporting documentation

• Manage debtor follow-ups and collections

• Resolve invoice queries and maintain customer relationships

Office & Operations Management

• Oversee day-to-day office operations in the Sydney Head Office

• Coordinate office systems, suppliers, facilities, and services

• Manage company vehicles, phones, insurance, and office administration

• Maintain company records, policies, and registers

• Support reporting, planning, and operational improvements

People & Business Support

• Assist with recruitment, onboarding, and employee administration

• Coordinate training records and compliance requirements

• Support leadership with business improvement initiatives

• Assist with travel, accommodation, and logistics as required

• Contribute to a positive and organised workplace culture

About You

You are proactive, organised, and confident managing multiple priorities. You take ownership of your work and enjoy being the person who keeps operations running smoothly.

You will ideally have:

• Experience in office management, finance administration, or business operations

• Strong understanding of accounts payable, accounts receivable, and invoicing processes

• Experience with Xero, MYOB, or similar accounting software

• Strong Microsoft Excel and Outlook skills

• Excellent communication and stakeholder management skills

• High attention to detail and accuracy

• Ability to work independently and take ownership of outcomes

• Experience in construction, engineering, electrical, technology, or project-based industries (desirable)

• Experience with SimPRO or similar systems (advantageous)

What We Offer

• Key leadership support role reporting directly to the PA to the Managing Director

• Opportunity to take ownership of core business operations

• Exposure to major projects across Australia and Asia Pacific

• Modern office in St Leonards, Sydney

• Supportive and collaborative team environment

• Long-term career opportunity in a growing Australian business

• Competitive salary package based on experience

Why Join Automated?

At Automated, we value people who take initiative, solve problems, and care about doing things properly.

This role is more than administration. It is an opportunity to become a central part of the business, working closely with leadership to support growth, improve processes, and keep operations running at a high standard.

If you enjoy a fast-paced environment where your work genuinely matters, we would love to hear from you.