Administration & Finance Manager

Location: Bangalore, India (In-Person)

Start Time: 6:30 AM IST (Early Shift)

Salary Range: Between 1,500,000 & 1,800,000 depending on experience

Report

Overall, you will report to the Managing Director, while also being on hand to assist the other Directors with their administration.

However, on all finance matters you will be part of the finance team and therefore will support and be accountable to our outsourced CFO.

The Role

You will keep the whole business running smoothly behind the scenes from our Bangalore hub. This role is not about the creative or client work itself. It is about the admin, finance, and day-to-day order that lets everyone else get on with theirs. Think of this role as the eyes and ears of the company on the ground in India.

It is a broad and hands-on role. Around half of your week will be spent on finance and bookkeeping, working alongside our outsourced CFO and management accountant. The other half covers administration, keeping the office running, getting new starters set up with their IT, inductions, HR tasks, looking after the wellbeing of the team, running our weekly townhall, and keeping track of what the team is working on.

Throughout, you will be helping drive the general efficiency and productivity of the team.

A big part of the job is making sure things actually get done. That means keeping processes tidy, following them through to the end, and being comfortable chasing people, including company execs and the Directors, to make sure they stick to the process too.

This is an early-shift role with a 6:30 AM start so you overlap with our Australian-based leadership and client teams. If you like variety, take pride in keeping people and processes in good order, and are happy being trusted with a lot, this is a great fit.

Key Responsibilities

1. Finance & Bookkeeping (around half your time)

Working alongside our outsourced CFO and management accountant, who own the month-end close and reporting, you will handle the day-to-day books:

- Payroll and employee setup: Review the India payroll. Set up new employees with their forms and payroll. Handle superannuation for contractors. Check, code, and pay employee expenses.
- Bank and card reconciliations: Reconcile, code, and attach receipts for the NAB transaction account (both money out and money in, linked to remittances), the NAB Director account, and the AMEX credit card.
- Supplier bills: Enter and code supplier bills across OPEX, media and Costco, contractors (with super deductions),



and our India contractors (Jamoons, 6Solve). Pay the AMEX. Set up contracts for sub-contractors.
- Project costing: Code and track supplier bills against projects for Costco, and set up, code, and track supplier bills for Media.
- Customer invoicing and receivables: Load Unilever invoices into Tradeshift and Studio Space invoices into the portal. Set up new customers with their forms and superannuation forms. Chase outstanding customer invoices and keep notes up to date. Create monthly draft customer invoices. Chase customers for overdue payment.
- Tax payments: Make the monthly IAS payment and the quarterly BAS payment.
- Finance team: Attend finance team meetings and keep the day-to-day finance work on track.

2. Administration & Running the Business

- Keep the business running smoothly day to day across both offices, so everyone else can focus on their work.
- Be the go-to person for all our platforms and tools, including Google Workspace, Asana, Teamwork, Slack, Zoho, and Xero, keeping user access and permissions up to date.
- Build and improve simple, consistent processes, and chase people to follow them, including company execs and the Directors where needed.
- Track team activity and what everyone is working on, flagging anything that needs attention.
- Manage company-wide calendars, including leave, public holidays, and team availability, so planning stays accurate.

3. Office Administration

- Run the Bangalore office day to day, keeping it a friendly and welcoming place to work.
- Organise social events, team-building activities, and celebrations for the India team.
- Pick up general office management tasks across the wider company where needed.
- Support with the booking of travel.

4. People, HR & Wellbeing

- Help new starters get set up with their IT and equipment.
- Manage inductions so new team members settle in quickly and well.
- Run the weekly townhall.
- Look after day-to-day HR tasks for the India team.
- Care for the wellbeing of the team, keeping an eye on how people are doing and helping create a positive, supportive place to work.
- Help drive the general efficiency and productivity of the team.

5. Director & Company Support





- Support the Directors in Australia with both company-wide and personal administration tasks.
- Be the eyes and ears of the company in India, keeping leadership in the loop on how things are going.
- Pick up ad-hoc requests to take pressure off the leadership team.

Who This Role Suits

- The Tenacious Finisher: Someone who sees things through to the end and does not let go until the job is properly done.
- The Strong Character: Confident and firm enough to chase people, including company execs and the Directors, and hold them to process without being put off.
- The Detail-Orientated Type: Careful and precise, the sort of person who spots the small things others miss and gets them right.
- The Tech-Savvy Organiser: Quick to pick up new tools and systems, and happy keeping everything tidy and in order.
- The Numbers-Comfortable Type: Happy working in Xero and spreadsheets and at ease with money matters.
- The Owner: Comfortable with a fair bit of independence and the bit of organised chaos that comes with a growing business.

Must-Haves

- Agency experience (essential): You have worked in a busy media creative, digital, or marketing agency before.
- Bookkeeping experience: Confident with day-to-day bookkeeping, reconciliations, payroll, and invoicing, and comfortable working in Xero. At ease working alongside an outsourced CFO and management accountant.
- Tech-savvy: Quick to pick up new tools and systems, and comfortable across platforms such as Asana, Teamwork, Google Workspace, Xero, and Zoho.
- Detail-orientated: Careful and accurate, with a sharp eye for the small things and a habit of getting them right.
- A tenacious finisher with a robust character: You see tasks through to the end and are happy to chase people, including company execs and the Directors, and hold them to process.
- Professional English: Excellent written and spoken English for working with leadership, clients, and teams in Australia.
- Organisational excellence: A proven ability to juggle many tasks and competing priorities without letting things slip.
- Shift readiness: Happy to consistently work the early shift, starting at 6:30 AM IST.

Great-to-Haves

- Worked 2 years plus in a busy media agency
- Tamil language skills, which would be a real help for local communication and team cohesion.
- Experience supporting a leadership team across different time zones.

Interested and suitable candidates can email their updated resume to [email protected].

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