Administrations, Accounts and Office Coordinator

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!

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

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?

TO APPLY, PLEASE CLICK THE 'I'M INTERESTED BUTTON' TO SUBMIT YOUR RESUME

All Applications will be received in full confidence