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Business Coordinator (Finance And Administration)
Posted on Nov. 14, 2026
- Brisbane, Australia
- 0 - 0 USD (yearly)
- Full Time
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Business Coordinator (Finance and Administration)
Quantum Rail • Brisbane CBD (hybrid) • Full time • $85,000 to $90,000 + super
Quantum Rail is a small, Australian-owned railway signalling engineering business. Our Brisbane team works on some of the projects shaping the city ahead of the Olympics, including Cross River Rail and Logan and Gold Coast Faster Rail. We're growing, including new work in Taiwan, and we need someone to keep the business side running smoothly while our engineers get on with the project work.
This is a broad role with a finance core. Around 70% of your week is accounts payable and receivable, credit card reconciliation and reporting. The rest is split across HR administration, running the Brisbane office and coordinating travel. If you like variety, own your work and want to be the person a whole team relies on, read on!
The role
- Employment: full time, permanent, Monday to Friday
- Location: our Creek Street office in the Brisbane CBD, on a hybrid pattern of roughly three days in the office and two from home
- Reporting to: our CFO, who is based in Melbourne and visits Brisbane regularly
- Start: January 2027, with flexibility to start earlier for the right person
What you'll be doing
Finance (around 70%)
- Enter and code supplier invoices and match them to purchase orders
- Raise client invoices and keep accounts payable and receivable records accurate
- Follow up outstanding debtors and help prepare payment runs
- Reconcile corporate credit card statements each month for staff across all locations, checking receipts and coding against policy
- Help with month-end reconciliations, filing and routine financial reports
HR administration (around 10%)
- Keep employee records current in Employment Hero (HRIS), including new starters and leavers
- Prepare routine HR reporting for the leadership team, such as headcount, leave balances and training compliance
- Help with onboarding paperwork and getting policies out to the team
Office administration (around 10%)
- Run the day to day of the Brisbane office: supplies, facilities, mail, vendors and meeting rooms
- Manage a small office budget and approve routine purchases
- Organise equipment, desk set-up and building access for new starters, and be the go-to contact for building management
Travel and general support (around 10%)
- Coordinate travel for staff across the business, working between project managers and our travel provider
- Compile and format documents for tender submissions
- Spot better ways of doing things and suggest them to leadership
What we're looking for
- Experience in an accounts payable or receivable, assistant accountant, office management or business coordination role
- Confidence in Xero or similar accounting software, and solid Excel skills
- Real accuracy with numbers. You notice when something doesn't add up and you chase it
- Strong organisation, and the ability to manage competing deadlines without someone looking over your shoulder
- Discretion with confidential financial and HR information
- Clear, friendly written and verbal communication
- A qualification in accounting or business administration is welcome, but relevant experience counts just as much
You don't need rail or engineering experience. Familiarity with Employment Hero, Webexpenses or Projectworks, or with coordinating corporate travel would be a bonus.
Culture matters here
Quantum Rail is small enough that everyone knows everyone. The whole business catches up online every couple of weeks to celebrate wins and hear what's happening, and the Brisbane team gets together socially most months.
That closeness works both ways. There's no large back office and no team of specialists to hand things to. Our projects move quickly and our engineers rely on support across the full week, so this role suits someone who takes ownership, follows things through and is comfortable switching from a credit card reconciliation to a new starter's desk set-up in the same afternoon.
We're a small business, so we won't promise a clearly defined career ladder. What we can promise is that the role grows as the business grows. Over time it may narrow into a specific area of finance, such as reporting or contract administration, and we'll support you with any training you need to get there.
If you want a tightly defined job inside a big company, this isn't it. If you want to be genuinely relied on by a small team doing big work, we might be exactly what you're looking for.
Why Quantum Rail?
- Work behind projects that are reshaping South East Queensland and beyond
- A privately run, Australian-owned business doing interesting research and development work
- Competitive $85,000 to $90,000 base salary plus super
- Hybrid flexible working, with roughly two days a week from home
- A central Creek Street office close to public transport options with a stocked kitchen and a top-of-the-range coffee machine!
- Weekly team barista coffees on the company, plus regular social events
- Ongoing professional development is part of how we work, and that includes our support staff
How to apply
Apply with your resume and a short cover letter telling us why this role suits you. We're reviewing applications as they come in, so please don't wait for a closing date.
The preferred candidate will complete reference checks and a national police check.
This recruitment is being managed by happy humans on behalf of Quantum Rail. For a confidential chat about the role, email Bonnie on bonnie@happyhumans.com.au
Quantum Rail is an equal opportunity employer. We welcome applications from people of all backgrounds, abilities and experiences.
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