Administrations, Accounts and Office Coordinator

  • Full-time

Company Description

Dominant Music is a fun, energetic, fast growing company that distributes and markets some of the worlds biggest and best musical instrument brands. We have a strong family history and a big future! Our head office is based in the eastern suburbs of Melbourne in a modern, purpose built facility with over 30,000 sq ft of storage.

 Why choose Dominant Music ?

• We have a nation wide reputation for excellence and achievement in the distribution and marketing of Musical Instruments.
• Work and become friends with a positive team of passionate people
• Enjoy an exciting, fast-paced and demanding environment
• Be a significant part of building something great
• Enjoy generous staff discounts on major Musical Equipment Brands
• We look after our people
• Career progression and ongoing challenges as we grow
• OH! And we serve great, Free coffee!

Job Description

ROLES & RESPONSIBILITIES

Reports to: General Manager
Location: 5 / 613 Whitehorse Rd, Mitcham Vic 3132
Tenure Type: Full Time, Ongoing
Hours of work:  38 hours per week (+ plus reasonable additional hours) Flexible
Remuneration: Up to $40k + Super & up to 10% Performance Bonus

ADMINISTRATION/OFFICE

  • Management of general office responsibilities to ensure its smooth operation Inclusive of ordering of stationery supplies, petty cash disbursements, records management, Booking appointment and travel, organisation of meetings etc.
  • Provide assistance to other functional managers including arranging travel, WIP reports, budgets development and variation monitoring, arrange meetings, book appointment for road sales rep’s etc.
  • Liaise with members of the senior management team to develop policies and protocols, and review office processes and systems to ensure effective performance
  • Manage the administrative documentation and importing procedures for incoming shipments in accordance with company procedures and ensuring compliance with government regulations.

ACCOUNTS

  • Oversee the accounts receivable and payable processes from invoicing to payments, entering supplier invoices and scheduling payments.
  • Deal with customers on a day-to-day basis, tend to their enquiries and ensure they are always satisfies and happy.
  • Contact customers to aid with prompt payments as well as debt collection & reminder calls.
  • Undertake other bookkeeping processes to ensure the accuracy and timely completion of tasks
  • Produce appropriate reports for accounting and business analysis purposes including budgets to aid and support senior management’s oversight of business performance
  • Liaise with company accountant on month-end reconciliations and obligations
  • Closely monitor and ensure timely follow-up  of overdue accounts 

GENERAL DUTIES

  • Enhance the reputation of the organisation by acting as an ambassador at all times.
  • Maintain and manage data records and all linked data to ensure it’s constant accuracy and integrity.
  • Uphold all workplace health and safety obligations and take reasonable care so as to prevent accidents or injuries to self or others.
  • Perform other duties as required that align with Dominant Music’s goals.

KEY PERFORMANCE INDICATORS (KPI)

  • % of overdue invoices
  • Billing accuracy
  • Average Sale to Received money in days
  • Office expenditure is within budget tolerances (+/- 5%)
  • Timeliness in reporting variances against budget across the business
  • Positive customer feedback

Qualifications

Knowledge & Expertise

  • Substantial knowledge of book-keeping and accounts procedures is essential
  • Significant experience in bookkeeping and office management. Relevant experience within a wholesale environment will be an advantage
  • Familiarity with Netsuite (or other ERP Systems) will be an advantage
  • Relevant tertiary/TAFE qualifications

IT Skills

  • Advanced Microsoft Word & Mail client (Outlook or other)
  • Advanced Excel (ability to manipulate data using formulas),
  • Comfortable with the use of web browsers  (Chrome or Firefox)
  • Comfortable with the use of Mac operating system

Financial Literacy

  • Demonstrated ability to input, extract and manipulate financial information
  • Demonstrated ability to analyse financial data and report trends to aid decision making 
  • Commercially astute, results/goals oriented

Interpersonal Skills

  • Possess a proven ability to articulate information and interact effectively with a range of stakeholders including members of the public, industry participants and colleagues.

Written communication skills

  • Demonstrated ability to produce high quality documents which are concise, error free, and with attention to detail on accuracy grammar, and professional layout.

Judgment

  • Ability to make prudent judgements, solve problems and know when to escalate or refer matters
  • Demonstrated ability to maintain confidentiality on sensitive matters and conduct oneself professionally and with discretion.

Self-motivated and Time Management

  • Self-starter, conscientious with good time management and personal organisational skills

Self-leadership

  • Operate and respond to changes including pressure situations with an appropriate level of patience, flexibility and resilience.

Accuracy

  • Exceptional  skills in accuracy (particularly data entry), attention to detail and thoroughness

 Before you apply please consider:

• Are you excited about working in a fast-paced, some times high pressure environment?
• Are you passionate about the distribution of musical instruments and not just listening to music and playing an instrument?
• Are you passionate about building great brands and relationships?
• Are you self motivated and well organised?
• Can you manage your time and tasks, prioritise and work effectively?

Additional Information

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