Job Title

Operations Coordinator$74,000 - $84,000 per annumThe Foundation for the WA Museum''s (FWAM) role is to cultivate and develop relationships with individuals, organisations and community groups who understand the critical role that museums play in society. We work to enhance the cultural and social impact of stakeholder support and the long-term financial sustainability of the WA Museum to ensure the greatest impact for generations to come.The Foundation is seeking a proactive and highly organised Operations Coordinator to support the smooth running of our day-to-day operations.This hands-on role is vital to supporting key areas such as finance, administration, HR and IT systems, ensuring our internal processes effectively support our mission.You will work closely with the General Manager Operations & Grants to keep everything running efficiently and with purpose.If you are passionate about making a difference and thrive in a dynamic not-for-profit environment, we would love to hear from you.Key ResponsibilitiesFinance and Grants supportAssist in managing day-to-day financial tasks using Xero, including data entry, accounts payable and receivable, bank reconciliations and journal entries.Reconcile company credit cards, staff expense claims and monthly endowment investment statements.Support the preparation of monthly financial reports and ensure compliance with ATO requirements.Assist with the annual financial audit by collating and providing necessary documentation.Track and report on budget variances and assist in preparing financial summaries for management.Provide administrative assistance with the day-to-day management of the Foundations grants program.Support grant acquittals by collecting, organising and reporting data and documentation from grantees.Maintain financial records in accordance with audit and compliance requirements for long-term retrieval and transparency.Human Resources AdministrationProvide HR administrative support including maintaining accurate records for timesheets, leave, and employee details.Assist with fortnightly payroll processing and leave tracking.Monitor compliance with mandatory training requirements and workplace policies.Help ensure the Foundations HR practices comply with legislation and workplace health and safety standards.Review and update HR policies, procedures, and staff handbooks as required.Promote a positive and collaborative team culture.Assist with staff performance review processes such as tracking deadlines and preparing templates.Organising team building activities or staff wellness initiatives, especially in a values-driven NFP environment.IT & Systems SupportAct as the primary liaison between staff and external IT service provider to ensure timely support and issue resolution.Coordinate operational support across IT systems and office administration, including facilities and asset tracking.Maintain staff user accounts and access levels across systems and software (email, shared drives, HR platforms).Track and manage software subscriptions and licenses, ensuring renewals and compliance.Support digital file management system, ensuring accessibility and good data hygiene.Office Administration & ReceptionPerform general administrative duties including answering phones, managing filing systems, and maintaining day-to-day office resources.Maintain cleanliness and order in shared spaces such as the kitchen, meeting and reception areas.Manage central emails, distribute mail and deliveries, and manage post box.Act as the first point of contact for visitors, creating a welcome and professional front-of-house experience.Coordinate internal meeting logistics, such as room bookings, refreshments, agendas and minutes.Manage office supply inventories, placing orders when stock runs low.Required Experience and KnowledgeA degree or certification in business administration, finance or related field.Demonstrated experience in a similar administrative or operations coordination role, ideally within the not-for-profit or philanthropic sectors.Proficiency in financial administration, including accounts payable/receivable, reconciliations and using Xero Accounting System.Understanding of basic HR processes, including maintaining personnel records, payroll support and familiarity with workplace legislation and WHS compliance.Strong administrative and organisational skills, with the ability to manage multiple priorities and maintain attention to detail.Excellent written and verbal communication skills, with the confidence liaising across all levels of staff, external service providers, and stakeholders.Experience coordinating IT support, including managing systems access and liaising with external IT providers.Sound knowledge of office software and systems, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), cloud-based file storage (SharePoint), team communication platform (Teams) and CRM systems (Monday.com and Tessitura or similar).Ability to work both independently and collaboratively, with a proactive, can-do attitude and a willingness to pitch in where needed.Strong alignment with the values and mission of the Foundation, and an understanding of the unique operating environment of the not-for-profit sector.High level of professionalism and confidentiality.Ability to work independently and as part of a team.This is a great opportunity to join a friendly, inclusive, and driven team, committed to making a difference.We have a strong focus on employee well-being and professional growth. We have created a safe and supportive environment for employees to enjoy and we encourage the sharing of ideas and information.At the Foundation, we pride ourselves on teamwork and our relationship with our staff, partners, and supporters.So, if you love being part of a committed and active team, have the relevant skills and knowledge, and if this opportunity sounds like the next step in your career, then we would love to hear from you.Please click the Apply button and follow the prompts.Please submit a cover letter addressing the required experience and knowledge. Applications that dont address the required experience and knowledge will not be considered.For further details, please contact Juanita Allison, General Manager Operations and Grants hr@fwam.com.auApplications close 5pm on Thursday 22 May 2025. #J-18808-Ljbffr