Apace is situated on the banks of the Derbal Yerrigan in Walyalup on Whadjuk Noongar Boodjar (North Fremantle). We acknowledge the Whadjuk people as the traditional owners and custodians of these lands and waterways and extend our respect to their Elders, past and present.

The Organisation

Apace WA is a community organisation with a vision for a greener planet and connected world. Our purpose is to advance environmental sustainability and amplify social cohesion. The 2024-2030 Strategic Plan is exemplified by innovation, diversification, and growth.

Incorporated in 1985, Apace began as a small group of local residents and researchers concerned about local engagement, the environment and appropriate technology. Four decades later, Apace has become a renowned and respected non-government organisation.

What we do.

We:

• Propagate native plants endemic to the Swan Coastal Plain & Darling Scarp.
• Maintain, manage and care for a seed bank ensuring provenance of West Australian species
• Deliver environmental services to accelerate revegetation, restore biodiversity & preserve native plants.
• Generate and deliver environmental education and training programs, and cultural exchange events.
• Provide workplace opportunities for people with differing backgrounds, life experiences or abilities so people feel connected, respected and valued.
• Promote social cohesion as the collective bond and unity between individuals and communities to catalyse trust and a sense of belonging.
• Provide community gardening opportunities for local residents and schools in the Apace Community Garden.
• Strengthen advocacy and action for the protection of planet, plants and people.

Position background

The Administration and Finance Manager(AFM) will work to ensure that Apace administrative systems and procedures are efficient and professional. The AFM will provide administrative support, working closely with the Acting General Manager and other Managers in Nursery, Conservation & Revegetation, and Seed and Provenance. The AFM will liaise with clients and customers for our retail and wholesale nursery business, in addition to other contracts in conservation, revegetation, provenance and seed. The AFM will liaise with suppliers and contractors, ordering materials necessary to run the organisation, maintain vehicles, buildings and ensure staff and office supplies are met.

Key Responsibilities

1. Administration & Finance

• Accounts Payable – ensure the timely and accurate payment of all bills with appropriate record keeping for tax purposes.
• Accounts receivable – ensure Apace invoices are accurate and issued in a timely manner to regulate cash flow. Follow up any outstanding invoices and request payment.
• Assist in the preparation of financial statements for board meetings and annual audit.
• Coordinate the dispatch of plant orders and maintain a shared calendar ensuring all deliveries and collections are up to date.
• Issue delivery notes to accompany all plant orders.
• Ensure all office and staff supplies are fulfilled.
• Board meeting minute taking.
• Supervise contractors and other workers that come on site, as delegated.
• Communicate with external businesses to get best quotes for materials, order materials, receive goods and services.

2. Sales and Customer Relations

• Generate quotes and plant orders for clients and integrate with Xero accounting software.
• Follow up clients’ emails and phone requests.
• Liaise with key managers to ensure stock levels meet plant order requests or suggest substitute species to clients if necessary.
• Provide exceptional customer service across all domains including face to face, written and phone.
• Collaborate on determining sales & best price point for the stock as outlined in the budget forecasting cycles.
• Collaborate on production forecasting to expected sales and schedules.
• Obtain and maintain plant orders and liaise with clients.
• Ensure timely and trustworthy delivery of stock or services.
• Coordinate the Annual Plant Subsidy Scheme for all Councils and clients.

3. Participation in Apace sustainability

• Demonstrate willing participation and interest in the organisation and its strategic goals.
• Be respectful, accountable, and collaborative.
• Participate in coordination & staff meetings, planning sessions and evaluations.
• Communicate and implement Apace policies and procedures.

Essential

• Relevant professional qualification and/or experience (minimum 2 years) in business administration or accounting.
• Proven working knowledge of Xero accounting software.
• Ability to utilise the Microsoft suite of programs, including proficiency in Microsoft Excel.
• Strong organisation and time management skills.
• Analytical mind with problem-solving skills.
• Multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to interact professionally with staff, customers, visitors, and volunteers.
• Ability to work as an effective team member and work unsupervised.
• Possession of National Police Clearance (will be requested if called for interview).

Desirable

• Knowledge of Reckon software.
• Accounting qualifications and/or experience.
• Knowledge of the flora of Western Australia, in particular the Swan Coastal Plain and Darling Scarp.
• Knowledge of the nursery & revegetation industry.