Finance and Database Manager

This position leads and supports the financial, data and administrative operations of PBA.

Pro Bono Australia has been an award-winning forerunner in the establishment of everything “for purpose” in the Australian community sector for the past 22 years and has transparency, ethical practice and values-based decision-making at the core of who we are. We are looking for someone very special for this role.

We require someone to work virtually an estimated 21 hrs/3 days/week FTE. This can be split between 5 days. How these days are structured is almost totally up for negotiation between the applicant and Pro Bono Australia. This means we need someone in the role who we can trust completely and has an excellent track record.

The role requires expertise in analysing, processing and reporting financial and non-financial information. You will ensure the integrity of financial information in accordance with regulations and standards, ensuring best practices and continuous improvement. 

The role also requires the ability to think strategically, exercise sound business judgment, and manage projects.

Key Accountabilities 

• Oversee and perform collecting, interpreting and reviewing financial information 
• Overall responsibility for financial management, planning, systems and controls; and integrity of XERO accounting system 
• Overall responsibility for management, integrity and reporting functions of  Salesforce CRM database
• Annual Salary Survey data collection management, data analytics and report production 

Position Requirements:

Please attach a cover letter outlining why you would be suitable for the role.

• Strong finance/accounting knowledge
• Relevant training with demonstrated experience in financial management and reporting, 
• Demonstrated budgeting and financial management skills including accounting functions such as accounts to trial balance, payroll and superannuation;
• Demonstrated team player who can work independently and with minimal guidance, but who also excels at consulting and coordinating with the team;
• Excellent computer skills, proficient in Microsoft Office suite, Salesforce and XERO; Advanced Microsoft Excel skills
• Ability to learn new systems 
• Demonstrated ability to work under pressure, be solution-oriented and quickly adapt to changing environments; 
• Strong interpersonal skills and the ability to effectively communicate with all internal and external stakeholders in a positive and proactive manner

Financial Management responsibilities

• Weekly reporting on revenue against budget (Google Sheets report based on Salesforce and WooCommerce reports)
• Preparation of consolidated budgets
• Maintain and monitor CRM capturing all events, debtors and invoicing and recording of all revenue transactions; recommend and implement improvements to systems;
• Analysis of the financial results and commentary on performance compared to budget and prior year
• Managing data integration processes and reconciliations between the databases, as well as the consolidation of financials (presently integrations between WooCommerce, Salesforce and Xero)
• Cost Analysis by Product
• Cashflow management

Accounts Payable and Receivable

• Advertising, listings, bulk jobs and other one-off processing of the customer invoices using Salesforce
• Full responsibility for processing of bills from suppliers, reconciling bank statements and managing customer enquires in relation to the accounts.
• Responsibility for debt collection process from issuing reminders to engaging a debt collection agency

HR

• Manage and generate employment agreements
• HR coordination including position advertisements, interviews, the orientation of employees, payroll position set up, and work cover claims.

Office management

• Manage company insurance requirements and renewal of insurance policies
• External relationships with appropriate contacts, banks, subcontractors and suppliers and statutory organisations
• OHS requirements and compliance. 
• Oversee administrative policies and recommend changes as appropriate.
• License and Registration renewals by due date including all site URLs and software

Database Management

• Overall responsibility for the currency, accuracy, and data integrity of the CRM database (Salesforce)
• Management,  maintenance and updating of the CRM, including Import/export of data files
• Creation, revision and generation of reports for Sales and Marketing teams  
• Training other team members to ensure accurate and timely data management and integration processes and availability of data for business needs
• Support Marketing team to ensure that campaigns are supported by back-end processing, and assist with the preparation of relevant data for distribution by campaigns
• Design and create systems and processes to achieve efficiencies and improvements in data transfers between different databases
• Ensure the security, integrity and confidentiality of data
• Monthly reconciliations between WooCommerce, Salesforce and Xero and reconciliations with other external data sources 
• Other ad hoc reporting as required 
• Maintenance and troubleshooting of Zapier integrations between WooCommerce, Salesforce and Xero

Salary Survey Project management

• Manage the annual production of Salary Survey
• Review the survey questions and contents and ensure the questions are designed to maximise the response rates
• Update and test the Survey on SurveyMonkey in accordance with the annual revisions
• Review, process and analyse the data collected
• Create the tables and charts as required for publication
• Manage the revision and proofing process and liaise with the external service providers
• Review the survey results and report to the management team prior to publication
• Respond to the customer enquiries on the data analysis

Ad hoc projects (not current)

• Certifications (B Corp etc)
• Impact Assessment