• Job type: Casual, Part time (10 - 15 hours per week)
• Work schedule: Tuesday, Wednesday & Thursday, 9:30 a.m. – 2:30 p.m.
• Location(s): Moonee Ponds / Work from home
• Report to: Chief Executive Officer

About the Organisation:

Yellow Ladybugs is an autistic-led, inclusive non-government organisation that is dedicated to the happiness, success and celebration of autistic girls and cis women, transgender, non-binary, and gender diverse individuals, and anyone who was socialised, or identifies as female.

Yellow Ladybugs runs regular informal social events that offer peer-to-peer connections for autistic girls and gender diverse individuals generally between the ages of five and sixteen. Our events bring our members together in an inclusive, fun and sensory-friendly setting.

Yellow Ladybugs is committed to being part of the growing conversation around the specific challenges and support needs of autistic girls and women. We actively seek to address the many challenges the autistic community face, including barriers to diagnosis, lack of inclusion in school and employment, and access to support services.

Position Summary:

The Office Coordinator role provides essential support to the Office and Team to enable effective day to day functioning including the following:

Responsibilities:

Reception

• Efficient management of reception, administration and maintenance of the office / headquarter (HQ) site.
• Coordinate and deliver efficient and professional reception, ensuring the delivery of a supportive and professional service to clients and staff.
• General services (including room bookings, purchasing of office supplies and furniture/fittings, building security)
• Maintain a high level of awareness of matters coming into and out of the office to effectively respond to enquiries and exercise sound judgement on the manner of response.
• Proactive and responsive maintenance issues ensuring safe and cost effective management of repairs, suppliers and contractors.

Administration

• Maintain and coordinate calendars of the CEO, appointments and meetings
• Provide support as and where required in meetings by assisting in meeting coordination, as well as preparing agendas and taking minutes.
• Preparing high quality document of processes, presentations and procedures and maintaining an effective filing & folder system using Dropbox.
• Proactively address enquiries with a high level of discretion, maturity, diplomacy and judgement.
• Provide operational, ad-hoc project and event support to the team as required.

Finance / Accounting

• Responsible for all aspects of bookkeeping and accounting duties utilising QuickBooks software including maintaining general ledger accounts by reconciling accounts receivable and payable and adjusting account entries where required
• Manage PAYG reporting per quarter
• Manage Superannuation payments per month
• Performed end-to-end weekly payroll management for employees including STP reporting to ATO per week
• Performed general accounts duties including NDIS invoicing for members who attend our events, accounts receivable and payable, payment of general invoices and bills
• Performs other duties directed by Finance & Governance Manager

WHAT WE OFFER:

• Competitive hourly pay, superannuation and benefits and on-site parking
• Supportive, flexible, diverse and inclusive work environment (work during school terms only)
• Opportunities for professional and personal development
• Flexible working arrangements and family-friendly practices

SELECTION CRITERIA:

• Business/administrative tertiary qualification are desirable
• 1-3 years’ experience in a similar role
• Strong office administration skills related to finance administration, office management, and provision of client/customer support services
• Intermediate to advanced knowledge and competency in Microsoft Office programs
• Knowledge and skills in finance processes and transactions involving general funds, grants, and/or contracts.
• Experienced in using Quick Books accounting package.
• Well-developed verbal and written communication skills with ability to communicate effectively with clients, members and staff at all levels within an organisation
• Strong organisational and time management skills with the ability to prioritise and meet deadlines
• Ability to be sensitive and understand the needs of people from diverse backgrounds