Office & Accounts Coordinator

OFFICE & ACCOUNTS COORDINATOR

Location: Bella Vista, NSW
Employment: Part-time – 0.3 FTE (approximately 11–12 hours per week)
Reports to: Office Manager
Organisation: Diamond Women 

About Diamond Women 

For 20 years, Diamond Women has walked alongside women and families facing unexpected pregnancy, pregnancy-related challenges and the transition into parenting. 

We provide free, confidential and compassionate support through counselling, practical assistance, case support, mentoring and community connection. 

At the heart of Diamond Women is a belief in the inherent value and dignity of every person. We seek to serve women with compassion, generosity and respect, particularly during times when they may be experiencing vulnerability, isolation or significant life challenges. 

Our Christian faith shapes our heart for service and our desire to see women and families supported with practical help, genuine relationship and hope for their future. 

About the Role 

We are looking for an experienced, proactive and highly capable Office & Accounts Coordinator to join our team in Bella Vista. 

This is a part-time position of approximately 0.3 FTE (11–15 hours per week) and could be an ideal opportunity for an experienced office administrator, accounts professional or former office manager who wants to continue using their skills and experience while enjoying greater work-life balance. 

You may have spent many years working in administration, accounts, executive support or office management and have reached a stage where you no longer want or need a full-time position – but still want to contribute, be part of a great team and use your experience to do something meaningful. 

Working alongside our Office Manager, you will share responsibility for the practical administrative and financial functions that keep Diamond Women running smoothly.

 This is not simply a reception or entry-level administration position. 

We are looking for someone who is confident with accounts administration, invoicing, office systems and general administration; someone who notices what needs attention, takes initiative and can be trusted to follow things through. 

The right person will be experienced enough to work independently, organised enough to manage competing priorities and flexible enough to enjoy working within a growing not-for-profit where priorities can sometimes change. 

Key Responsibilities 

Accounts & Financial Administration 

Working alongside the Office Manager and relevant finance personnel, you will assist with: 

• Processing accounts payable and invoices
• Preparing and issuing invoices where required
• Assisting with accounts receivable
• Maintaining accurate financial records and supporting documentation
• Processing receipts and reconciling supporting documentation
• Assisting with expense claims and reimbursements
• Maintaining supplier information and records
• Following up outstanding invoices or required financial information
• Assisting with credit card and expense administration
• Preparing documentation for bookkeeping and accounting processes
• Assisting with basic administrative reconciliations and financial reporting
• Maintaining appropriate financial filing and record-keeping systems
• Supporting grant and program expenditure record keeping where required
• Liaising professionally with suppliers and service providers. 

Experience with Xero or similar accounting software would be highly regarded. 

The role provides accounts administration and support rather than taking responsibility for the organisation’s accounting or higher-level financial management. 

Office Administration 

Working closely with the Office Manager, you will help ensure that DW operates efficiently and professionally. 

Responsibilities may include: 

• General office administration
• Managing office supplies and resources
• Assisting with incoming enquiries and correspondence
• Maintaining organisational documents and records
• Data entry and database administration
• Assisting with CRM administration
• Preparing letters, documents, spreadsheets and reports
• Maintaining filing and document storage systems
• Assisting with calendars, meetings and room coordination
• Coordinating couriers, deliveries, contractors and suppliers
• Assisting with staff onboarding administration
• Maintaining office equipment and arranging servicing where required
• Assisting with insurance, registrations and other organisational administration
• Preparing documentation for meetings, reporting and compliance requirements. 

Team & Organisational Support 

As a small and collaborative organisation, we value people who are willing to contribute beyond narrow task boundaries when priorities require it. 

At the same time, we believe people work best when there are clear priorities, good communication and reasonable expectations. 

From time to time, you may therefore assist with: 

• Practical administration for fundraising activities
• Preparing resources or materials for programs
• Staff and volunteer activities
• Occasional event administration and logistics
• Donor and stakeholder meeting materials
• Organisational projects
• Practical office coordination
• Administrative support to the leadership team where required.

We are looking for someone who can see what needs attention, take responsibility for agreed work and carry it through to completion. 

About You 

We are particularly interested in someone who brings significant office administration experience and is now looking for an opportunity to use those skills in a role that provides both purpose and balance.

Perhaps you’ve spent years building your experience and are now looking for something different: a smaller part-time role where your experience is genuinely valued, your contribution matters and work can fit well alongside the rest of your life. 

You may have previously worked as an: 

• Office Administrator or Coordinator
• Accounts Administrator
• Executive Assistant
• Bookkeeper
• Administration Manager
• Office Manager
• Small Business Administrator. 

You will ideally: 

• Have substantial experience in office administration
• Have experience with accounts payable, accounts receivable and invoicing
• Be confident working with numbers and financial records
• Have excellent attention to detail
• Be highly organised and able to establish priorities
• Work confidently and independently without requiring constant direction
• Have strong computer and Microsoft Office skills
• Communicate warmly and professionally
• Enjoy solving practical problems
• Bring sound judgement and consistent follow-through
• Be trustworthy and highly discreet
• Take initiative and raise issues early when something requires attention
• Remain calm and constructive when priorities change
• Enjoy contributing as part of a collaborative team. 

Experience within a charity, church, community organisation or small business would be advantageous but is not essential. 

Values 

We are looking for someone who understands and is comfortable working within our Christian ethos and who shares our commitment to treating every person with dignity, compassion and respect.

Our work regularly brings us alongside women experiencing vulnerability and significant life challenges. Maturity, discretion, empathy and confidentiality are therefore essential. 

What Success Looks Like 

You will know you are succeeding when:

• Accounts administration is accurate and up to date
• Invoices and payments are processed promptly
• Financial documentation is accurate, organised and easy to locate
• Administrative tasks are followed through without repeated prompting
• The Office Manager can confidently delegate agreed responsibilities
• The office operates smoothly and professionally
• Staff receive timely and practical administrative support
• Small administrative issues are identified and addressed before they become larger problems
• Risks, delays or problems are communicated early
• You become someone the team can rely upon to get things done well.

Why Join Diamond Women? 

This may be a smaller role in terms of hours, but it has the opportunity to make a very real contribution. 

The work that happens behind the scenes at Diamond Women enables our frontline team to spend more of their time doing what matters most — supporting women and families. 

For the right person, this role offers something increasingly difficult to find: meaningful work, genuine responsibility and the opportunity to use years of professional experience without the demands of a full-time position. 

It may particularly suit someone seeking a better work-life balance, returning to the workforce, transitioning from a senior full-time position, balancing family or other commitments, or simply wanting their next season of work to have greater purpose. 

You’ll join a collaborative, purpose-driven team that cares deeply about the people we serve and believes that excellent administration is an important part of delivering excellent care. 

If you are an experienced administrator looking for a flexible part-time opportunity where your skills, judgement and experience can contribute to something meaningful, we’d love to hear from you. 

Email your resume to info@diamondwomen.com.au by 23^rd October with your cover later sharing why you would love to work at Diamond.