The position is for an administration assistant, who will be the main receptionist and assist the existing Administration staff, Accounting Staff, Practice Manager and Proprietor at a busy accountancy firm.
The position will be full time Monday to Friday, 35-38 hours per week.
We are looking for someone who is passionate about what they do, who is able to think on their feet and multi task, problem solve, be proactive and become part of a hard working team. You will be able to work independently and will need to have a high focus on customer service, professionalism and attention to detail. Being flexible, having an easy going nature and being open to suggested improvement ideas and change are all essential.
Previous customer service experience
Excellent organisation skills – of self and others
Proficient with Microsoft Office; Word, Excel, Outlook
Excellent communication skills – written & verbal
Polite and professional phone manner
Excellent time management skills and ability to self-manage and prioritise tasks
Show continual improvement and initiative
Some accounting, financial planning and basic business knowledge.
Experience with XPM (Xero Practice Manager)
Experience with Now Infinity
Experience with entity set ups, GST and ABN registrations etc
Knowledge of Business Activity Statements, Instalment Activity Statements and other ATO lodgement obligations
Main general duties include;
Answering phones, greeting clients, general administration tasks and general reception duties. Making appointments in staff Outlook calendars. Managing multiple meeting rooms and appointments for staff.
Keeping reception and meeting rooms clean and tidy properly prepared for incoming metings.
New clients – processing of new client information, database, letters, correspondence.
Mail – opening incoming mail, sorting, scanning, distributing and actioning. Preparing and sending outgoing mail, updating client files. Trips to Post Office.
Banking – preparation of cheques and deposit book for bank. Trips to bank. Accepting client payments using EFTpos machine. Handling cash payments in office. Managing and balancing petty cash.
Binding completed tax returns – follow procedures and instructions from accountants. Completing client letters and contacting clients regarding completed work.
Reports – generating weekly reports for tax forms that have yet to be signed, chasing up clients to return their lodgement forms.
Engagement letters – chasing up clients who haven’t returned their engagement letters, drawing up new engagement letters as needed.
Send Out Cards – online client database. Monthly sending of birthday cards and annual Christmas cards to clients. Maintenance of database.
Stationary and Kitchen ordering and maintenance – tracking of requirements of entire office for stationary and kitchen supplies. Tidying kitchen when required.
Liaising with ATO and other third parties on behalf of accountants and clients.
Attendance to ASIC annual returns, preparing company minutes and invoices, liaising with third parties; ASIC and clients regarding company and other entity set ups.
Attendance and participation in monthly staff meetings.