Administration Assistant

The Administration Assistant is to meet the business’ needs by attending to client service and administrative requirements.

Key Responsibilities

Provide support and administrative assistance to Directors/Managers/Accountants including:

• Maintaining client database including additions, deletions and changes as needed
• Scheduling annual work to meet client needs and achieve efficient resource management
• Following up with client on scope sign off and payment of any agreed upfront amount
• Returning client records
• Typing of letters and simple reports to clients
• Filing of paper or electronic documents
• Dealing with client ATO correspondence, including forwarding as required
• Appointments Management (meetings and calls) with clients, prospects and others
• Fee preparation
• Preparing checklist of information
• Reviewing and checking client documents
• Contacting clients for any missing information
• Logging of each job on the electronic and visual workflow system
• Collating and preparing work papers
• Preparing the first draft of a job budget
• Monitoring of WIP
• Lodgements
• Monitoring workflow
• Advising clients of tax registration requirements
• Advising on income tax assessments
• Completing family trust minutes
• Printing and binding of finalised documents
• Preparing final invoices when work completed
• Incorporating of companies
• Attending all corporate secretarial matters including forms
• Monitoring tax due dates
• Reviewing and chasing accounts receivable
• Systems writing and updating

Position Qualifications and Prior Experience

No formal qualifications are required for this position.  However, studies in Business Administration would be highly regarded.

• Proven experience in a professional office environment
• Proven experience with modern telephone system
• Proven experience with office software such as Microsoft Office
• Sound knowledge of general administration processes
• Maturity and responsibility
• Experience using accounting systems including Xero Practice Management
• Knowledge of and/or experience using Suitefiles, Microsoft SharePoint, NowInfinity (or similar)
• Workflow management – professional services
• Experience using tax office portal

Additional:

Flexible working hours for the right candidate.