Job Description

About Us:

Founded in 1976, Spa Electrics Pty Ltd is a leading company specializing in the design, manufacturing and distribution of innovative, high-quality underwater lighting solutions for pools and spas. Headquartered in Melbourne, Australia, Spa Electrics dominates the Australasian underwater lighting market and has expanded its presence globally, including being the market leader in Canada and a growing footprint in Europe and Southeast Asia.

In the United States, we have built a strong and steadily growing presence for more than a decade. After successfully operating under a private label, we expanded our commitment to the market by opening our own US offices in Georgia in 2019 solidifying our footprint and positioning us for continued growth and innovation.

We are proud of our reputation for innovation, craftsmanship, and customer care - but what really makes us shine is our people. Joining our team means being part of a trusted industry leader where your ideas matter, your skills are valued, and your work helps create amazing experiences for families and communities.

About the Role:

The primary responsibility of the role is to support our Finance and HR team in Australia by providing administrative assistance, managing smooth sales and credit control processes, ensuring the smooth operation of US business-related activities within the organization. This role will act as key liaison with our Finance, Operations and Sales team. The position will require adaptability as the expectations, role, and responsibilities will shift in this fast paced highly collaborative environment.

Key Accountabilities:

This role requires building strong cross-departmental relationships through the promotion of best practices and mentorship, while proactively identifying and implementing process improvements to enhance efficiency in daily transactions.

Data Processing:

Oversee the end-to-end processing of sales invoices, ensuring order accuracy, payment verification, and timely coordination with internal teams for fulfillment.

Monitor and follow up on pending payments, including orders placed on hold until payment is confirmed.

Review and track unpaid sales orders, escalating cases where no customer communication has been received within two weeks.

Prepare, issue, and reconcile customer credit notes, statements, receipts, and refunds within the ERP system, ensuring alignment with Stripe payment records and maintaining accurate transaction documentation.

Customer Management:

Act as the primary contact for customer inquiries, delivering outstanding service and resolving issues promptly and professionally.

Collect and process customer onboarding documentation, including application forms and signed agreements for new accounts.

Assess and provide customer creditworthiness information to senior management for approval and investigate requests for credit limit adjustments.

Set up and maintain customer records in ERP systems and Avalara, ensuring data accuracy and integrity.

Manage resale exemption certificates in Avalara to confirm tax-exempt status, proactively tracking expirations and securing updated certificates from customers.

Monitor overdue accounts and follow up on outstanding payments to support effective collections.

Cash/Overhead Management:

Conduct daily reconciliation of banking transactions by recording receipts and payments through customer and supplier invoices, ensuring all source documentation is properly maintained.

Investigate and resolve discrepancies between customer check payments and invoices, reconciling debtor balances accurately.

Oversee monthly employee card expenses, ensuring expenditures are correctly categorized and recorded.

Inventory Management:

Perform monthly inventory counts across internal and remote warehouses, validate quarterly consignment stock, and reconcile discrepancies as needed.

Oversee stock transfers and adjustments to maintain accurate and reliable inventory records.

Occupational Health and Safety Accountabilities:

Comply with company policies by promoting a safe and healthy workplace, while supporting the achievement of organizational objectives related to Occupational Health and Safety (OH&S).

Key Performance Measures:

Achievement of agreed Finance/Admin objectives.

Accuracy of data processing - 95%.

Compliance with company policies and procedures - 100%.

Accurate and timely preparation of internal and external communication.

Responds in a timely, consistent, and professional manner to all customer inquiries.

Keeps appropriate records, information and filing systems.

Core Competencies/Skill Requirements:

Excellent communication skills, both verbal and written, with a customer-centric approach

Having experience in Finance/Admin role

Having excellent people skills

Having excellent general administrative and communication skills

Being an energetic team player who thrives in a fast-paced environment

Being conversant and competent in MS software and ERP systems

Having good analytical skills and is able to interpret data

Being professional and trusted

Having the ability to build rapport and working relationships

A willingness to learn and develop skills associated with business functions

Qualifications/Experience:

Demonstrated experience in a similar, Finance/Admin role. Expect 2+ years' experience.

Strong organizational skills with the ability to manage multiple tasks simultaneously and

prioritize effectively.

Experience in operating and managing phone & computer systems.

Demonstrate a high level of proficiency in the use of Microsoft Office Suite, Accentis or similar ERP system.

Ability to take ownership of the Finance/Admin function in Operations in USA.

Job Type: Full-time

Expected hours: 8 per week

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance
Work Location: In person