Finance & Administration Assistant

Freespace Operations is a leader in advanced heavy-lift multirotor drones and aerial systems. With the Callisto family of industrial drones, we support industries globally with autonomous aerial solutions that enable safer, more efficient, and sustainable operations. Our work spans defence, infrastructure, logistics, maritime, and specialised engineering projects, with an emphasis on pioneering innovation, engineering excellence, and enduring partnerships. Position Overview We are seeking a motivated and detail-oriented Finance & Administration Assistant to support our Finance and Administration Lead and wider executive team. This position will be a key link between finance, operations, and executive management, with responsibility for maintaining day-to-day financial administration, overseeing facility and office management, and providing executive support to the CEO. The role is ideal for someone who thrives in a dynamic technology company environment, can manage competing priorities, and is comfortable working both independently and collaboratively. Key Responsibilities Finance & Business Administration Support the Finance & Admin Lead in managing company financial processes. Administer MRPeasy for inventory, purchase orders, invoicing, and quoting. Process accounts payable and receivable, monitor cash flow items, and assist with reconciliations. Ensure financial records are accurate, complete, and aligned with company policy. Assist with preparation of financial and operational reports for management review. Manage purchase order lifecycle and maintain supplier and client records. Office & Facilities Management Take lead responsibility for day-to-day facility operations at the Tullamarine Head Office , including office supplies, coordination of contractors, and ensuring a safe, organised workplace. Support scheduling and logistics for factory operations, meetings, and business events. Liaise with external vendors, service providers, and landlords where required. Executive & Business Support Act as a pseudo-EA to the CEO , managing calendars, scheduling meetings, and preparing materials for business functions. Coordinate internal and external meetings, including minute-taking and action tracking. Provide administrative support for contracts, compliance documents, and business correspondence. Assist in coordinating travel arrangements, staff onboarding, and company-wide communications. Skills & Qualifications Essential: Previous experience in finance administration, bookkeeping, or accounts support role. Strong organisational skills and ability to manage multiple priorities. Proficiency with financial administration systems (experience with MRPeasy or similar ERP/MRP software highly desirable). Excellent communication skills, both written and verbal. Intermediate to advanced Microsoft Office/Google Workspace skills. Ability to work independently with oversight and deliver accurate, timely outcomes. Strong attention to detail and discretion with confidential information. Desirable: Experience in a technology, engineering, or manufacturing company. Prior exposure to executive assistant duties, calendar and meeting management. Familiarity with Australian business finance practices (BAS, GST, payroll). Knowledge of basic compliance and record-keeping standards. Key Attributes Integrity and trustworthiness in handling company finance and executive matters. A proactive, solutions-focused approach to problem-solving. Flexibility to work across finance, administration, and executive support. Strong interpersonal skills for working with staff, management, and clients. Commitment to supporting a growing, engineering-driven company. Work Environment & Commitment Part-time role: 2–4 days per week, with flexibility for the right candidate. Potential for a full time role. Role is based at Freespace Operations’ Tullamarine Head Office . Reports directly to the Finance & Administration Lead , with dotted-line support to the CEO. Competitive remuneration, commensurate with experience. #J-18808-Ljbffr