Admin Assistant

📋 Description

• Client Onboarding & Administration

• Oversee the complete client onboarding process, ensuring that all necessary documentation and information are collected, processed, and stored accurately.

• Prepare and coordinate documentation for client engagement, which includes engagement letters and onboarding forms.

• Assist with renewing engagement letters in accordance with regulatory or legislative updates.

• Ensure that client records remain accurate, current, and compliant.

• Workflow & Job Management

• Track jobs and workflows to ensure that tasks are advancing according to deadlines and service level expectations.

• Provide support to accountants in job tracking, workflow coordination, and deadline management.

• Monitor task progress, follow up on outstanding actions, and proactively identify risks or delays.

• Maintain workflow systems and ensure data integrity across platforms.

• Assist with billing processes, invoicing, and managing debtors.

• Compliance & Correspondence Support

• Prepare and manage correspondence with the ATO, including drafting, organizing, and tracking submissions and responses.

• Assist with corporate compliance documentation and related processes.

• Support compliance workflows through relevant corporate compliance platforms.

• Document Management

• Manage digital filing systems, ensuring that documents are accurately named, stored, and archived.

• Maintain structured document workflows for easy retrieval and audit preparation.

• Ensure compliance documentation is properly maintained and readily accessible.

• Email and diary management

• Client Communication

• Handle professional communication with clients, including:

• Following up on any missing information

• Confirming workflow progress

• Cross-checking client responses and documentation

• Maintain clear, courteous, and professional written communication at all times.

• Administrative & Team Support

• Provide general administrative support to accountants and senior team members.

• Assist in enhancing internal workflows, systems, and administrative processes.

• Proactively identify inefficiencies and recommend improvements.

⛳️ Requirements

• A minimum of 3 years of experience in administration, accounting support, or roles supporting professional services.

• Experience in an Australian accounting firm is highly desirable.

• Strong organizational and time management abilities with exceptional attention to detail.

• Preferably experienced in supporting accountants or financial services teams.

• Ability to effectively manage multiple workflows and competing priorities.

• Strong written and verbal communication skills.

• High degree of professionalism, discretion, and confidentiality.

• Proactive attitude — anticipates needs and takes initiative.

• Technical & Software Requirements:

• Proficiency in XPM & Sharepoint is required.

• Familiarity with AccountKit, ATOMate, and Fusesign is a plus (negotiable).

• Experience with NowInfinity — prior use of CAS360 or similar programs is acceptable.

• Strong experience with:

• Xero

• XPN

• Confident usage of cloud-based document management systems.

• Comfortable working with workflow management platforms.

• Proficient in Google Workspace and/or Microsoft Office Suite.

🏝️ Benefits

• Opportunity for professional development and growth.

• Collaborative and supportive work environment.

• Flexible working arrangements to promote work-life balance.

• Competitive salary and benefits package.