Role and Responsibilities
ANSWER PHONE CALLS
- answer and address incoming phone calls in a timely and polite manner
- clearly determine the purpose of the call
- deal with queries and provide correct information
- forward calls to appropriate person
- take and deliver messages accurately and completely
MANAGE ELECTRONIC MAIL/COMMUNICATION
- sort and distribute incoming email
- maintain mail register
FINANCIAL
- monitor and record petty cash payments
- basic bookkeeping duties
- maintain bookkeeping transactions & reconciliations for the business (via Xero)
- Invoice clients
- Manage accounts receivable including reconciliations, sending statement and following up overdue invoices
CLERICAL
- file documents accurately
- monitor and maintain equipment and report any malfunctions
- monitor, control and order office supplies
- provide general administrative and clerical support
ORGANISE MEETINGS
- book meetings via staff calendars
- inform participants
- organize catering for meeting (if required)
SECRETARIAL SUPPORT
- prepare correspondence and documents
- update databases
- organize mailings
- prepare and maintain spreadsheets
- schedule and follow up on appointments
- maintain appointment diary
ENGAGE & COMMUNICATE EFFECTIVELY & ACCURATELY WITH KEY STAKEHOLDRS
- Australian Taxation Office
- ASIC (for company corporate secretarial)
- Clients
- Other Team members
SUPPORT PROFESSIONAL STAFF IN CLIENT MATTERS
- Set up working papers for individual jobs/clients
- Set up all relevant tax documents
- Liaise with clients for information requests
- Prepare/provide relevant business reports to the manager as required
MANAGE PRACTICE DATA BASES
- Manage all practice data bases
- Manage all client onboarding and off boarding
- Manage all job management through Xero XPM
OTHER DUTIES AS DIRECTED
Qualifications and Education Requirements
- Cert 3 in Business Administration preferred
- knowledge of administrative and clerical procedures
- knowledge of computers and relevant software application
- knowledge of customer service principles and practices
- keyboard skills
- ability to work a VOIP phone
- experience in administrative support in an accounting practice or other professional business
PERSONAL PRESENTATION
- maintain a neat and well-groomed professional appearance
- respond professionally to visitors and callers
COMPANY REPRESENTATION
- maintain confidentiality and show discretion
- adhere to company policies and procedures
- represent organization in an ethical and professional manner
- maintain a complete knowledge of organizational structure, personnel names and titles
- remain calm under pressure
COMMUNICATION SKILLS
- write well using correct grammar and spelling
- communicate verbally with confidence and clarity
- ask effective questions
- listen actively and respond with empathy
- follow instructions properly
- understand and respond to non-verbal signals
CUSTOMER SERVICE ORIENTATION
- clarify customer needs
- provide solutions and support to the customer using in-depth knowledge of company products and services
- deal effectively with difficult customers
COMPUTER SKILLS
- Microsoft Office 365 apps including MS Word, Outlook, Excel, Teams
- Accounting package – Xero preferred
- Other programs apps including but not limited to Suitefiles, Practice Protect, ATO Mate, Zoom, Now Infinity, Light Year Docs
- Internet/Intranet
- accurate and fast typing skills
WORK MANAGEMENT
- set priorities, plan and organize tasks
- schedule activities accurately
- find and use resources effectively
- pay attention to detail
- complete tasks on time
INFORMATION MANAGEMENT
- locate and collect information
- organize information
DISTRIBUTE INFORMATION EFFICIENTLY
- verbal and written communication skills
- professional personal presentation
- customer service orientation
- information management
- organizing and planning
- attention to detail
- initiative
- reliability
- stress tolerance
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Last updated on Jan 23, 2025