Finance Administration Assistant

Air Aroma is a scent marketing agency founded in Melbourne, Australia with offices around the globe. Driven by minimalist, refined design and bespoke aromas, we design, develop and implement scent marketing solutions, by way of unforgettable scent experiences, ambient scenting and custom branded products. As the industry leader with over twenty-five years of experience and a dedicated team of perfumers, storytellers, and designers, we’ve created custom scents for some of the most well‑known and luxurious brands. We believe in impactful experiences, inspiring spaces, elevated design, and meaningful connections. About The Role Reporting directly to the Global Finance Manager, you’ll play an important part in supporting our finance operations: preparing reports, managing invoicing across our global offices and ensuring our data and records are always accurate and up to date. Responsibilities Providing timely administration support to the Finance team Creating and processing invoices in Xero for all our global offices Working closely with the warehouse team to coordinate shipping and customs invoicing, leveraging the stock management system to ensure accurate and timely dispatch Obtaining payment authorisation forms from customers for active contracts in all global markets (AUD, USD, EUR, GBP) through various payment portals such as Stripe, GoCardless, Afterpay, NAB Transact and PayPal Processing payments through online portals and supporting Accounts Receivable with credit card decline follow‑ups Supporting with personal property security registrations Preparing and distributing regular financial and operational reports for internal and external stakeholders Supporting reporting, reconciliations, and financial documentation Extracting and analysing data from Salesforce to support decision‑making and reporting Maintaining organised and accurate records, ensuring data integrity across systems Our finance team supports all our global offices from our Australian Headquarters in Moorabbin. This is a fantastic opportunity to grow and finesse your finance career with a global focus. You’ll have the opportunity to bring your own flair and make this role your own, with potential for genuine long‑term career progression. What you’ll bring Strong Excel skills, including formulas, data analysis, and reporting Experience using Xero and Salesforce (preferred, but not essential) Excellent attention to detail and commitment to accuracy Great organisational skills and the ability to manage competing deadlines An interest or understanding in international currency exchange and sales tax A proactive, can‑do attitude and willingness to learn Previous experience in a finance or administrative role; Bookkeeping or Accounts Payable/Receivable A certification or tertiary qualification, or working towards, in bookkeeping, accounting or business (preferred, but not essential) Curiosity and enthusiasm for working in a creative, sensory‑driven industry What We Offer A friendly, collaborative team passionate about what we do Competitive salary and birthday leave Generous staff discounts on all Air Aroma products In‑depth training and ongoing mentoring to ensure you succeed A true promote‑from‑within mentality, with opportunities to grow within a global organisation Chic new offices in Moorabbin, with end‑of‑trip facilities and on‑site parking A chance to make a real impact in a growing company To apply, submit your cover letter outlining your suitability for the role and your CV, by 20 November 2025. For further information about the role contact Liz Dawson, Talent Acquisition Specialist at ***********@air-aroma.com #J-18808-Ljbffr