Administration Assistant

EDIT – We’ve had over 200 applications in 4 days. We won’t be able to reply to all applicants unfortunately, so if you don’t get a reply from us, we apologise and thank you for your interest in our role.

About us:

We’re an Australian accounting firm looking to expand our administration team. Our team consists of a range of friendly people from Australia and the Philippines, and we value our team members above all else.

Our clients are mainly small businesses here in Australia, and we perform all types of accounting and tax services.

We are looking for a person to assist with a range of administrative functions of our business. Some of this is particular to Australian accounting firms (such as correspondence to and from our Taxation Office), and some is general administration (such as filling out forms and updating client information).

Ideally, this person will also expand into assisting with some of our marketing functions, such as editing videos, updating our website, and other tasks.

Attention to detail is a very important skill in this role. Good general computer skills and a good proficiency with Microsoft Excel are also required. A polite and friendly nature, along with excellent English is also required.

What we can offer:

Competitive salary depending on experience
Work from home
20 days of paid holidays (annual leave) per year
All Australian public holidays provided
Work from home set-up provided (computer, screens, headset, etc)

Working Hours:

3 days per week, preferred 9am to 5pm AEST/AEDT (Melbourne, Australia), can be flexible

Start Date:

Immediate

Detailed Summary:

In general, the role of our administration assistant is to do as much of the non-billable work as possible, to enable our accountants to be as productive as possible.

Some of the activities of this role will be:
– Maintaining jobs and clients in our system, helping alter job statuses as jobs move through our workflow
– Sending welcome emails to new clients, and following up on the submission of new client forms
– Sending fee proposals to clients, and following up on their acceptance
– Compiling information requests to clients, and following up on their completion
– Contacting clients about outstanding debts
– Updating client details, ensuring that all individuals and entities in a client group are maintained
– Processing Taxation Office communications that we are sent on behalf of our clients, following guidelines to work out which can be automatically forwarded to clients, and which need to be sent to an internal staff member first
– Sending completed tax returns for signing, and upon receipt of the signed documents, lodging with the Taxation Office
– Sending reports to staff and partners to assist with KPI reporting
– Managing the delivery of monthly emails, newsletters, etc
– Ensuring security, integrity, and confidentiality of our data
– Exporting reports from our systems to Excel and manipulating those (for example, exporting a client list and a Taxation Office list, and comparing the two to find clients that are no longer on our Taxation Office list)
– Data entry between systems that are not integrated
– Assisting with improving internal processes, helping find ways to automate various tasks, and assisting with the changes to our systems to implement these changes
– Assisting our partners and client managers to sort through their emails, allocating emails to other staff members based on who the staff member processing their work is, and answering as many emails as possible to reduce workload on partners

Our team will be there to support you and assist with any and all queries you have with any of your jobs, and if there are any knowledge gaps, we are happy to train you in those areas.

If this sounds like your next ideal role, then please apply now.