Accounts and Operations Assistant

About CITACTCaught in the Act Video Surveillance (CITACT) has been designing, installing and maintaining electronic security systems since 1998. We deliver CCTV, access control, intruder alarm and intercom solutions across Victoria and New South Wales, with particular specialisation in the education sector — schools, childcare centres and TAFEs — alongside government, commercial and strata clients.
About the RoleThis is a development role, and we are hiring for potential rather than experience.You will support our Operations & Accounts Manager across the day-to-day running of the business — answering client enquiries, administering our job management system, raising purchase orders, assisting with invoicing, and maintaining our compliance records.Over time, and with structured training, you will take on progressively broader responsibility across operations and accounts. We are recruiting this position with succession in mind, and the development pathway below forms part of the role.Key ResponsibilitiesClient contactAct as first point of contact for incoming calls and general enquiriesLog service requests accurately and direct them to the appropriate team memberKeep clients informed of attendance windows and job progressJob administrationCreate and maintain jobs within our ServiceM8 job management platformMaintain client and site records in our CRM and Company DatabasePrepare job packs and site documentation for field techniciansAccounts supportRaise purchase orders against approved quotationsMatch supplier invoices to purchase orders and delivery documentationPrepare client invoices for review by the Operations & Accounts ManagerAssist with follow-up of overdue accountsCompliance and recordsMaintain the compliance register, including Working with Children Checks, National Police Checks, security licenses, technician certifications and insurance renewalsProvide advance notice of approaching expiriesMaintain document control within SharePointDevelopment PathwayWe have structured this role deliberately, and will review progress at each stage:Months 0–6: Client contact, job administration, purchase orders and compliance recordsMonths 6–12: Invoice preparation, accounts receivable follow-up, scheduling support and supplier liaisonMonths 12–18: Quotation preparation, independent scheduling and month-end supportBeyond 18 months: Review for expanded responsibility across operations and accountsSelection CriteriaEssentialOne to two years' experience in an administration, customer service or accounts support roleProfessional and confident telephone manner, with clear written communicationStrong attention to detail and accuracy with numerical informationCompetent with Microsoft Excel and able to learn new systems quicklyDemonstrated interest in developing a career across operations and accountsWorking with Children Check and National Police Check, or eligibility to obtain bothFull Australian working rightsDesirableExposure to job management or accounting software such as ServiceM8, Xero or MYOBExperience within trade services, construction or facilities managementCertificate III or IV in Business Administration or AccountingWhat We OfferRemuneration of $55,000 – $69,000 plus BonusesA structured development pathway with defined review pointsDirect mentoring from our Operations & Accounts ManagerExposure to the full breadth of the business rather than a narrow administrative functionA small, established team where your contribution is visiblePort Melbourne office with on-site parkingHow to ApplyPlease submit your CV together with a brief covering letter outlining your interest in the role and your career objectives or email to hr@citact.com.au.Applications will be reviewed as received, and all applicants will receive a response within five business days. Applications from candidates currently in employment will be treated in strict confidence.Appointment is subject to satisfactory National Police Check and Working with Children Check clearances. Applicants must hold full Australian working rights or Permanent residents/Citizens.