Operations & Finance Coordinator

About Dealer Studio:
Dealer Studio is not your typical automotive tech company. We're building and scaling ecommerce and digital solutions for some of Australia's largest dealership groups and manufacturers — and we're doing it differently. Faster. Smarter.

We're in a genuine growth phase and we're assembling a high-calibre team to take things to the next level.

Everyone who joins us on this journey will be well looked after — we're building something big, and we reward the people who help us get there.

The Role

This is a varied, hands-on role that sits within the Finance team, reporting to the Head of Finance. You'll own a mix of operational and finance-adjacent responsibilities — from managing client contracts and supplier invoices to keeping the office stocked, the swipe card register up to date, and the travel expense process running without a hitch.

If you like variety, thrive on process, and get satisfaction from being the person who makes sure nothing falls through the cracks — this role is for you.

What You'll Be Doing

Finance Support

• Investigate and resolve unreconciled transactions, chasing missing invoices and receipts from across the business

• Audit operational credit card spend against Xero feeds, ensuring all line items are correctly categorised

• Act as the go-between for Finance and operational teams to keep month-end close on track

Client Contracts and Onboarding

• Coordinate new client onboarding, ensuring all billing details and documentation are captured correctly

• Manage the end-to-end contract process — new agreements, executed filing, version control

Supplier Management

• Own the end-to-end management of all software subscriptions and SaaS vendors — register, contracts, renewals, and access controls

• Audit usage and seat counts, reconcile against Xero credit card feeds, and ensure all tax invoices reach Accounts Payable for processing

• Manage SaaS access provisioning and deprovisioning as staff join and leave

• Deliver validated supplier records to Finance before any new payment or contract is approved

Travel and Expense Administration

• Be the central point of contact for staff submitting travel and entertainment expense claims

• Ensure all submissions include the required documentation — business purpose, valid tax invoices, attendee details
  

Office Management

• Keep the Brisbane office running day-to-day — supplies, kitchen, equipment

• Be the first point of contact for building management, contractors, and facilities

• Provide general administrative support to the Head of Finance and senior leadership team as required

What We're Looking For

• Experience in an operations, office management, or business administration role — ideally in a tech or agency environment

• Accounts payable, accounts receivable, or finance administration experience is highly desirable

• Familiarity with SaaS tools and software subscriptions, including managing vendor relationships and seat counts

• A solid grasp of basic finance processes — what makes an invoice valid, what Finance needs to reconcile, why documentation matters

• Confident communicator — comfortable following up internally and externally without hesitation

• Highly organised with strong attention to detail and the ability to juggle multiple workstreams at once

• Proactive and process-driven — you build systems, you don't just follow them

What's On Offer

• A varied role with opportunity for genuine ownership across operations and finance

• A collaborative, direct team that values people who take initiative

• Eight Mile Plains office location (minimum 4 days per week in office)

• The opportunity to grow within a scaling Australian tech company