Business Operations

About Us: Kite Magnetics is a Melbourne-based clean‑energy company founded in 2022. We develop advanced materials that help make electric motors in EVs and other systems lighter, more efficient, and more sustainable. Our technology began as university research at Monash and is now moving into real‑world production with customers in the EV and clean‑energy sectors. Kite Magnetics is a small but growing team combining engineering, manufacturing, and commercial expertise to take a complex physical product from lab to large‑scale production. This means our internal systems, processes, and data need to be strong, even as we move quickly. Joining Kite Magnetics now means helping to build the foundations of a high‑performing, well‑governed company that is aiming for global impact in the clean‑energy transition. About the Role: This role strengthens Kite Magnetics’ internal operations, compliance, and commercial functions by building robust systems, enabling high‑quality administration and reporting, and supporting both business development and finance workflows. You will help create operational clarity and reduce administrative burden on the Chief of Staff and CEO, allowing them to focus on strategic growth, fundraising, and scale‑up activities. You will develop, implement, and maintain internal tools, systems, and processes that enable operational discipline across Kite Magnetics. Provide high‑quality administrative, financial, and commercial support to leadership; ensure strong documentation and compliance foundations (including ISO 9001 and ISO 27001 preparation); and support the Head of Business Development through customer‑engagement tracking, pipeline visibility, and market intelligence. You’ll be a hands‑on role operator with excellent organisation, attention to detail, and a proactive approach to creating structure in a fast‑paced engineering‑heavy environment. Reporting to: Chief of Staff Location: Notting Hill, Victoria, Australia Hours: Permanent full‑time (38 hr/week) in‑person role Key Responsibilities 1. Internal Operational Support Improve internal processes for planning, reporting, documentation, and information flow across functions. Support the Chief of Staff in preparing monthly and quarterly reporting packs for leadership and investors. Establish and maintain internal tools and digital systems that support consistent workflows and policy alignment. Coordinate operational tasks that support a safe, thriving, and well‑organised workplace. 2. Business Development & Commercial Support Collect, organise, and summarise data on target customers, competitors, supply chain dynamics, and relevant technology trends. Prepare structured research briefs and background materials that enable the Chief of Staff, CEO and Head of Business Development to conduct commercial analysis and strategic assessments. Maintain and continuously update a market‑intelligence repository, ensuring information is accurate, referenced, and easily accessible. Provide clearly formatted inputs (data tables, summaries, source lists) for TAM/SAM/SOM models, competitive landscape reviews, and go‑to‑market planning, noting that strategic interpretation is owned by the Chief of Staff. Support ad‑hoc research requests by gathering factual information, validating sources, and presenting findings in an organised and neutral manner. Support the Head of Business Development by maintaining accurate tracking of customer engagements, including meeting notes, next steps, follow‑up actions, legal documentation, and contract status. Assist with preparation of customer‑facing packs, data sheets, and documentation when required. Coordinate travel and logistics for investor‑roadshows and business‑development activities (CEO/CoS/BD). Manage and update the Company website as required and maintain frequent (at least once per month) posts on the Company social media sites. 3. Finance & Administration Support Assist with accounts payable/receivable workflows, expense tracking, and basic financial data preparation, coordinating with Finance as needed. Track and organise grant‑related documentation, R&D expenses, and reporting inputs for annual submissions. Maintain data quality, version control, and documentation integrity across financial and administrative systems. Ensure office‑related procurement (supplies, services, consumables) is well‑managed and documented, coordinating closely with the Procurement & Logistics Coordinator where responsibilities intersect. Manage office communications, including greeting visitors, answering phones, responding to emails, and directing inquiries as necessary. 4. Documentation and Data Management Organise and maintain digital and physical records for company documents, ensuring easy retrieval and correct version control. Support creation and maintenance of internal documentation including policies, registers, templates, workflows, and SOPs. Prepare reports and presentations for leadership, BD, and internal reviews as required. 5. Quality, Compliance & Information Security Systems Support development of internal processes aligned to ISO 9001, including documentation control, working with the Chief of Staff and senior engineers. Assist in establishing systems, access controls, and documentation structures needed for ISO 27001 information‑security readiness, working closely with IT providers and the Chief of Staff. Ensure compliance tools and registers remain accurate, current, and well‑maintained. 6. People, Safety and HR Systems Support Collaborate with the Chief of Staff on recruitment workflows, including job‑posting processes, scheduling, documentation, and candidate tracking. Improve onboarding and offboarding processes and maintain HR‑related systems including access control and asset‑allocation records. Maintain HRIS/KPI systems and support reporting on people metrics and operational KPIs. Support internal events, training sessions, and team‑building activities to foster a positive workplace culture. Work with OHS representatives to maintain incident and near‑miss registers and ensure safety documentation is up to date. Requirements Qualifications Bachelor’s degree in Business, Operations Management, Industrial/Manufacturing Engineering, Commerce, or a related field. Preferred Exposure to quality systems (ISO 9001) or information‑security frameworks (ISO 27001). Experience with CRM or pipeline‑tracking tools (e.g. HubSpot, Salesforce, spreadsheets). Experience in startups, manufacturing, aerospace/automotive, hardware technology, or engineering‑adjacent environments. Capabilities & Experience 3–7 years experience in business operations, administration, commercial support, or compliance/system‑building roles. Ability to develop and maintain internal systems, documentation frameworks, and operational tools. Experience with financial or commercial analysis (cost tracking, budgeting support, market analysis). Strong communication, structuring, and documentation skills. High level of organisation and the ability to manage multiple concurrent priorities. Strong proficiency with Microsoft 365 and general comfort with digital tools and system adoption. Ability to work collaboratively with engineering, finance, and commercial functions. Measurement of Success (First 6-12 months) Improved visibility for leadership through timely reporting and structured internal documentation. A well‑maintained customer‑engagement tracking system with clear follow‑ups and prioritised BD pipeline. Delivery of high‑quality market‑intelligence briefs that support strategic decisions. Smooth finance‑administration workflows with end‑of‑month processes closed out reliably. Operational and compliance systems (ISO 9001/27001 readiness) implemented or significantly progressed. A well‑organised office environment with strong administrative systems supporting scaling operations. Personal Attributes Detail‑oriented and structured in organising information and processes. Curious, proactive, and able to improve systems rather than maintain the status quo. Inclusive and collaborative style with strong interpersonal skills. Honest, responsible, and able to maintain confidentiality. Comfortable working in a fast‑paced, engineering‑heavy startup environment. Comfort with ambiguity, shifting priorities, and working in a fast‑paced start‑up environment. Benefits Competitive salary of $110,000 + statutory superannuation Opportunity to join Employee Stock Ownership Plan (ESOP) post‑probation. Collaborative and inclusive work environment Flexible working hours (6:30 to 9:30 am start with corresponding end times) Kite Magnetics is an equal‑opportunity and equal‑outcome employer. We celebrate you and the diversity you bring and are committed to creating an inclusive and welcoming environment for all employees, suppliers, and customers. #J-18808-Ljbffr