Position Summary • Primary organiser of customer service & client experiences for the firm. • Reception related activities providing customer service over the phone to clients and potential clients including welcoming onsite visitors. • Provide support to Partners/Administration Manager to facilitate the day-to-day administration functions to enable them to free up time to focus on helping clients achieve their goals. • To provide support to the Partners and other accounting staff as required. • To meet the business’s needs by attending to client service and administrative requirements. • Coordinate the activities of all areas of the company that are involved in delivering a product or service to a customer. Responsibilities • Answering and screening all incoming telephone calls. • Prompt distribution of accurate telephone messages. • Welcoming onsite visitors. • Maintaining a client relationship management system and electronic document management system. • Ordering of office supplies, ensuring sufficient supplies of envelopes and stationery. • Maintain the office in a presentable manner including daily kitchen cleanup duties. • Continual upkeep of filing for the business including paper (accounting, taxation, corporate, superannuation, miscellaneous) and electronic filing. • Responsible for all incoming and outgoing mail. The PO Box needs to be cleared on a daily basis and all mail including express post needs to be deposited in a mailbox by 6pm. • Incoming mail must be opened and distributed to the relevant staff promptly. • Ensure the correct mail is sent to the correct clients. • Ensure the mail register is updated for all incoming and outgoing mail in accordance with internal policies and procedures. • Preparation of client correspondence using relevant company templates as required and directed by partners and accounting staff. • Assisting with ongoing development and maintenance of mail templates and related documents. • Deposit of cash and cheques at the bank where necessary. • Maintain and reconcile Petty Cash. • Diary management. • Direct client contact for organising meetings and arranging appointments, ensuring the Partners and other accounting staff is well prepared for meetings. • Primary driver of client service for the firm. • Ensuring a polite, friendly relationship with tenants and staff is maintained and developed. • Ensuring a polite, friendly relationship with Clients is maintained and developed. • Ensuring that addresses are maintained and updated in Xero Practice Manager (Business Management Database). • Offering and making the tea/coffee/water for clients as requested and on the odd occasion the catering of a lunch meeting using local cafes. • Ensure that milk is sufficiently stocked (the regular order will sometimes need to be changed depending on demand). • Ensure that office consumables are sufficiently stocked. • Be able to take on the overflow in other areas and other staff jobs as required. • Assist with office administration duties as requested by partners, accounting staff and administration manager including: o Compilation of accounts, o Scanning & Photocopying of documents, o Filing, o Marketing, newsletter and related promotional activities Including mail merges. Competencies • Displays a reasonable knowledge and understanding of a professional office environment. • Demonstrated interest in pursuit of following an administration career with a genuine interest in business activities. • Displays each of the following attributes - excellent work ethic / dedication / punctual / initiative / personality / proactive / attention to detail / organised / self-motivated. • Confident enough to develop client relationships and build rapport with staff, business partners and clients. Qualifications No formal qualifications are required for this position. Experience – Required • Proven experience in a professional office environment. • Proven experience with a busy multi-line telephone system. • Proven experience with office software such as Microsoft Office. • Sound knowledge of general administration processes. • Proven typing ability. • Proven experience in accounts receivable or payable. • Maturity and responsibility. Experience – Desired • Experience using accounting and business systems including: o Xero, Xero Practice Manager, Corporate Secretarial applications, Self Managed Superannuation Fund applications. • Knowledge of and/or experience using: o Document Management and Electronic Signing solutions. • Experience using the Tax Office portal.
