Admin Assistant

Role Overview

• Manage end-to-end client onboarding, ensuring all required documentation and information is collected, processed, and stored correctly.
• Prepare and coordinate client engagement documentation, including engagement letters and onboarding forms.
• Assist with renewals of engagement letters in line with regulatory or legislative changes.
• Ensure client records are kept accurate, up to date, and compliant.
• Track jobs and workflows to ensure tasks are progressing according to deadlines and service level expectations.
• Support accountants with job tracking, workflow coordination, and deadline management.
• Monitor task progress, follow up outstanding actions, and proactively flag risks or delays.
• Maintain workflow systems and ensure data accuracy across platforms.
• Assist with the billing process, invoicing, and debtors.
• Prepare and manage ATO correspondence, including drafting, organising, and tracking submissions and responses.
• Assist with corporate compliance documentation and processes.
• Support compliance workflows using relevant corporate compliance platforms.
• Manage digital filing systems and ensure documents are accurately named, stored, and archived.
• Maintain structured document workflows for easy retrieval and audit readiness.
• Ensure compliance documentation is properly maintained and accessible.
• Handle professional client communication, including: following up on missing information, confirming workflow progress, cross-checking client responses and documentation.
• Provide general administrative support to accountants and senior team members.
• Assist with improving internal workflows, systems, and administrative processes.
• Proactively identify inefficiencies and suggest improvements.

Requirements

• 3+ years experience in administration, accounting support, or professional services support roles.
• Exposure to an Australian accounting firm is highly desirable.
• Strong organisational and time management skills with exceptional attention to detail.
• Experience supporting accountants or financial services teams is highly desirable.
• Ability to manage multiple workflows and competing priorities effectively.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive mindset — anticipates needs and takes initiative.
• XPM & Sharepoint are required.
• AccountKit, ATOMate, and Fusesign are on the wishlist (negotiable).
• NowInfinity – as long as they have used CAS360 or any other similar programs is fine.
• Strong experience using Xero, XPN.
• Confident use of cloud-based document management systems.
• Comfortable working with workflow management platforms.
• Proficient in Google Workspace and/or Microsoft Office Suite.

Tech Stack

• Cloud