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.
