Practice Administrator

Description:

Duties and Responsibilities:
Administration
Maintain the Client Database:

• Client additions
• Client deletions
• Receiving client records
• Checking completeness of client records
• Returning client records
• Typing client letters and reports for clients
• Managing all filing
• Producing reports to help manage workloads
• Assist in answering incoming telephone calls
• Maintain accurate and detailed time sheets

Operations
Assist team members in a range of tasks:

• The first point of contact for client queries
• Dealing with client & ATO correspondence
• Fee preparation
• Preparing checklist of information required for business clients prior to visitation
• Reviewing and checking client source documents when received against checklist
• Contacting clients for any missing information or general queries
• Carrying out the follow up of missing information 5-10 days later if still not received
• Logging of each job on the Job Register and noting status (incomplete or ready to commence)
• Collation of standard work papers for accountants (including marking up last year's comparatives on the work papers)
• Preparation of draft job budgets based on last year's costings (assisted by partner/manager)
• Monitoring of WIP
• Monitoring of BAS lodgements
• Monitoring workflow for the team and maintaining team calendars
• Advising clients of ABN and GST Registration
• Advising clients of PAYG instalment obligations
• Advising clients of Personal Income Tax Assessments
• Advising clients of Tax File Number
• FBT completion procedure
• Forwarding the HECS statements to clients
• Review and forward client's running balance account from the ATO
• Printing and binding finalised annual financial statements and taxation returns and other client reports
• Checking BankLink data in from and out to Clients
• Incorporation of companies
• Completion of annual company returns
• Attending to all ASIC matters including completion of ASIC Forms
• Monitoring work checklists to meet ATO due dates
• Contact person for RCCP ATO for all registrations, cancellations, portal problems, assessment problems etc
• Review debtors at the end of the month and advise debt collection person which clients need to be chased for payment

Relationships:

• Embrace the mission of the business
• Understand how we work with and build relationships with our clients
• Adhere to our client service standards
• Professionally handle client queries
• Professionally handle client complaints
• Be familiar with our firm's area of operations
• Conduct our business in compliance with ethical practices
• Adhere to the Health and Safety Policy

Experience & Qualifications:

• No formal qualifications are required
• Candidate must demonstrate strong, practical experience in an office environment, dealing directly with professionals and their clients
• Strong computer skills are a pre-requisite

Skills, Abilities, and Knowledge:

• Strong organisational skills and the ability to work unassisted and as part of a motivated team
• Ability to work to deadlines
• Ability to deliver on agreed key performance indicators

Personal Qualities:

• Highly organised with exceptional attention to detail
• Excellent communicator & team player with a "can-do" attitude
• Customer focused approach
• Professional approach to the preparation and presentation of business outcomes
• Enjoy working as part of a team
• Outcome focused with highly developed problem-solving skills
• Entrepreneurial approach

Please click to apply or contact Luis Martinez on 0461 402 531 to discuss further.