Office Manager & Financial Operations Support

Overview We’re looking for a highly organised, detail-oriented, and proactive Office Manager & Finance Operations Analyst to join our team on a part-time basis. This hybrid role is perfect for someone who thrives in a varied role, balancing hands-on office management responsibilities with a strong focus on financial operations and reporting. You'll play a vital role in keeping our studio running smoothly while ensuring financial processes are accurate, timely, and efficient.

Key Responsibilities

Finance Operations & WIP Management

Lead monthly WIP balance sheet reconciliation review.

Investigate discrepancies and chase missing purchase orders (POs).

Validate all outgoing invoices before submission to clients.

Manage the credit and re-issuance log with accuracy.

Liaise with internal teams to maintain high-quality revenue tracking data.

Support billing operations and ensure alignment with project and revenue recognition timelines.

Oversee all client and intercompany invoicing activities.

Ensure billing templates and project data are accurate in NetSuite.

Conduct overrun reporting and assist in project KPI tracking.

Support the team in project set up and management in our in house system.

Credit Control & Debtors Management

Own the debtors list and manage timely follow-up of overdue payments

Coordinate with finance to identify and resolve misallocated or missing payments

Escalate critical overdue accounts via weekly reports to senior leadership.

Create weekly finance action point reports for the local finance team, flagging any ledger issues or outstanding actions.

Provide weekly debtor list updates to key stakeholders.

Cash Flow & Month-End Support

Maintain and update AR status documentation to assist with cash forecasting.

Review third-party and intercompany costs for proper coding and attribution.

Align cross-sell and resource share costs with corresponding revenue for monthly close.

Confirm IC invoices are correct per SOWs and flag variances to PMs.

Office Management Duties

Facilities & Physical Office

Manage postal mail, laundry service, fruit box delivery, and council bin schedules.

Liaise with landlords and cleaners.

Coordinate onboarding / offboarding logistics (hardware, laptop resets, etc.).

Daily restocking of fridge and snacks, managing dishwasher and coffee machine upkeep.

Weekly shopping orders (online and in-store).

Monthly coffee supply and machine maintenance

Ensure rooms are clean and equipped (whiteboards, water, glasses).

Restock and maintain bathroom supplies.

What we are looking for?

Finance or operations experience in a digital, creative, or professional services agency is preferred.

Proficiency in NetSuite or similar accounting / project management platforms.

Exceptional attention to detail and a strong sense of ownership.

Strong communication and coordination skills.

Experience juggling multiple tasks with competing deadlines.

Comfortable working both independently and collaboratively across global teams.

Positive, can-do attitude with a willingness to pitch in wherever needed.

This is a part-time role (3–4 days per week) with hybrid flexibility.

Some physical presence in the Melbourne or Sydney office is required.

Why DEPT?

Join a fast-growing team at the forefront of modern commerce in Australia and globally.

Work with bold brands and help architect high-impact platforms and experiences.

Hybrid working with flexibility and a great office culture in Melbourne.

Be part of a B-Corp certified, values-led business committed to positive impact.

You’ll be joining a fast-paced, high-performing global agency where every person matters. We foster a collaborative and supportive culture and offer flexibility, trust, and ownership. If you’re passionate about operations and want to make a real impact in a vibrant agency setting, we’d love to hear from you.

Details

Seniority level : Not Applicable

Employment type : Part-time

Job function : Administrative

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