Work that actually matters.

We are seeking a self-directed, authentic and focused Client Administration Coordinator to join our team in our Warren office. Your role will be to enable the accounting team to be accountants by owning and continually improving client service coordination and to deliver a positive experience for our clients.

Success is observed by response times to customers, customer satisfaction, the adherence of PrincipleFocus to its client commitments and the satisfaction of internal customers (the accountants).

Responsibilities include:

• Undertake the administrative functions of the accounting work

• Liaising with clients to gather all required information in a timely manner

• Coordinating, managing, and reporting on workflow outcomes.

• Coordinating, managing, and reporting tax office lodgment requirements.

• Client information coordination including preparing and obtaining client checklists, reviewing documentation received for completeness, scanning, and saving documentation and liaison with accounting team members.

• Implementation of existing systems to achieve the maximum efficiency within the business, which includes continuing to drive the implementation of systems, to investigate and implement all possible efficiencies in process. 

• Maintain associated systems in compliance with documented procedures and as directed by supervising Accountant.

• Lodgment of tax returns, IAS & BAS

• Preparation of correspondence and communications with clients advising them of tax registrations, assessments, and tax liabilities. 

• Prepare company, partnership, and trust minutes.

• Maintaining & lodging of ASIC requirements for clients

Essential skills:

• Experience within a professional service firm is highly desirable

• Experience with Xero would be an advantage

• Demonstrated skills in business communication and teamwork.

• Demonstrated strong customer service skills.

• Demonstrated skills in high levels of organisation and problem solving.

• Proven experience in a professional office environment

• Advanced level of skill with Microsoft Office Suite of Applications.

We are seeking a Business Administration Coordinator who is responsible for:

• Support, development and management of the efficient and effective operations for the Business Administration.

• Support the business revenue function (CSA, ASR & invoicing)

• Delivery of some client functions

• Enabling the accounting team to be accountants and to deliver a positive experience for our clients by ensuring appropriate business administration systems are in place.

Success is observed by achieving revenue targets, the satisfaction of internal customers (the accountants), response times to customers, customer satisfaction in accordance with client commitments, and the adherence of PrincipleFocus policies and procedures.

Key activities and tasks of the position 

Business and office administration, including:

• Premises management,

• HR processes and procedures,

• IT support and liaison; software management including Xero data base details & integrations,

• Support to accounting team re client commitments,

• Support with client invoicing and CSA/ASR arrangements.

Other tasks including, but not limited to:

• Ensuring adequate tenure of our business premises including review of leases, dealing with landlords and solicitors and working with the Managing Director to ensure that our business premises meets our working requirements.

• Monitoring maintenance issues and sourcing contractors to resolve issues.

• Supporting regular office functionality including meeting room preparation and tidiness, mail, answering door, meet and greet clients, filing etc

• Maintaining appropriate levels of office supplies, stationery, and office equipment.

• Coordinating, managing, and reporting tax office lodgment requirements.

• Implementation of existing systems to achieve the maximum efficiency within the business, which includes continuing to drive the implementation of systems, to investigate and implement all possible efficiencies in process.

• Supporting the maintenance of client database details.

• Maintaining associated business systems (e.g. fyi, Practice Ignition, XPM, Xero, ATO portal) in compliance with documented procedures and as directed by the accounting team.

• Assisting staff to troubleshoot computer issues and refer to HiTech ITworX.

• Lodgment of tax returns, IAS & BAS (this is a shared responsibility)

• Managing our clients’ corporate compliance matters (ASIC) including lodgment of annual returns and payment of filing fees.

• Supporting the establishment of new entities for clients using NowInfinity software System.

• Processing changes to client ASIC records.

• Supporting the preparation of company, partnership, and trust minutes, dividend statements etc.

• Participating in the business training and developing program (development days) - be willing to seek and implement new ideas.

• Supporting the managing director in establishing HR systems to promote performance appraisals, policy, licensing etc. processes (Employment Hero software)

• Participating in continuous improvement of our systems and contribute to our systems knowledge.

• Performing any other work-related duties and responsibilities that may be assigned from time to time.

There may be some shared functions required to support the accounting teams including:

• Client information coordination including preparing and obtaining client checklists, reviewing documentation received for completeness, scanning, and saving documentation and liaison with accounting team members.

• Preparation of correspondence and communications with clients advising them of tax registrations, assessments, and tax liabilities.

• Coordinating, managing, and reporting workflow.

Performance measures

• Enthusiasm and proactive participation as a team member – support for each other.

• Positive relationships within business – an open mind and open heart.

• Adherence to HR policies and business processes.

• Systems work to meet needs of team members.

• Premises secure, highly presentable and suitable for working needs.

• Work completed in agreed timeframes to a high standard of excellence - accuracy of documentation prepared

• No client fines or penalties due to late lodgment.

• Seeks to continually improve the quality and efficiency of business processes.

• Regular workflow and tax compliance reporting

• Document filing is appropriate.

Personal attributes and behaviors

Leadership and Management

• Positive impact on culture and organizational performance.

• Maintaining a high standard of excellence and “informal professionalism”.

• Preparation of business reports and documents consistent with business formats and with attention to detail.

• Communicate, communicate, communicate.

• Identification of opportunities to improve your individual and business effectiveness (innovate).

• Motivate and inspire others.

• Specialise – become an expert in a business function (e.g. fyi document management system)

Planning and Organization

• High degree of thought and planning supported by strong organization skills.

• Communicate your progress and highlight any issues and changes to the plan early.

• Effective at identifying problems and providing solutions.

Decision Making and Communication

• Use clear analysis that leads to logical, informed and objective decisions.

• Embrace opportunities to change where it is beneficial to the team or the organisation.

• Identify and consider innovative solutions where appropriate.

• Good at listening and making sure you glean understanding from others.

• Communicate your view and ideas and question clearly.

• Make a positive and professional impression.

• Give feedback that helps others to develop.

• Professionally handle disagreements between individuals and teams.

Systems and information technology

• Enthusiastically adopt the business’ technology and recognize its benefits.

• Identify opportunities for PrincipleFocus to become more efficient and effective through technology.

• Follow, develop, and promote systems for everything to reduce risk, increase productivity and promote teamwork.

Qualifications and experience

We value and employ on the basis of (in order of priority) character, skills and experience and then qualifications, but promote lifelong learning and specialization.

Required:

• Demonstrated skills in business communication and teamwork.

• Demonstrated strong customer service skills.

• Demonstrated skills with organisation and problem solving.

• Proven experience in a professional office environment (preferably an accounting office)

• Strong skills working with apps, systems and their integration.

• Advanced level of skill with Microsoft Office Suite of Applications