QuantX Labs is looking for a proactive and organised Accounts and Administration Assistant to support the smooth day-to-day running of our business.
This is a varied role suited to someone who enjoys being hands-on, helping others, keeping things organised, and supporting both office administration and finance administration tasks. You will be the welcoming face of the business while also assisting with accounts payable, accounts receivable, data entry, supplier records, office coordination, events, onboarding support, and general administration.
No two days will be exactly the same, so we are looking for someone who is adaptable, practical, and happy to pitch in wherever needed.
What you’ll be doing
In this role, you will support the team across a range of administration, finance and office coordination tasks, including:
Office administration
- Answering phones, directing enquiries and welcoming visitors
- Receiving and processing goods delivered to the business
- Preparing outgoing mail and packages, including logistics, documentation and tracking
- Managing office supplies and equipment
- Coordinating onsite staff events such as morning teas and Friday night drinks
- Keeping kitchens clean and stocked
- Assisting with general office presentation, including watering plants
Finance administration support
- Supporting the CFO with day-to-day finance administration tasks, largely using Xero
- Assisting with bill verification and payments
- Completing bank statement reconciliations
- Preparing domestic and international batch payments
- Managing the procurement and accounts inboxes
- Raising and tracking purchase orders
- Supporting supplier set-up and payment queries
- Assisting with shipment hold ups and related administration
Team and leadership support
- Assisting with room bookings, meeting room set-up, video conferencing facilities and catering
- Supporting Town Hall catering, set-up and pack down
- Helping with onboarding activities, including equipment orders, building access and desk set-up
- Liaising with service providers, including IT, property and maintenance
- Managing company registers and databases
- Assisting with other ad hoc administration tasks as required
About you
You will be someone who enjoys variety, takes pride in being organised, and has a strong attention to detail. You will be comfortable working with different people across the business and will bring a positive, professional and helpful approach to your work.
To be successful in this role, you will have:
- Previous experience in an administration, office support or similar role
- Strong computer literacy, including Microsoft Office
- Excellent communication and interpersonal skills
- Strong attention to detail and accuracy
- The ability to organise, prioritise and manage multiple tasks
- A professional, accountable and reliable approach
- A positive, flexible and collaborative attitude
- Good problem-solving skills
- A willingness to help with both small and large tasks as needed
Experience using Xero will be highly regarded. Experience in a start-up, small business, defence, space or manufacturing environment would also be beneficial, but is not essential.
Why join QuantX Labs?
This is a great opportunity to join a growing and innovative business where your contribution will be valued. You will work in a varied role, support a collaborative team, and be part of an organisation operating in an exciting sector.
If you are organised, practical, detail-focused and enjoy being the person who helps keep things running smoothly, we would love to hear from you.
How to apply
Please submit your resume and a brief cover letter outlining your relevant experience and why you would be a great fit for the role.
