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Client Services Coordinator

4 months ago

Bendigo, Australia Ipsum Advisors Full time

**CLIENT SERVICES COORDINATOR**

**Overall Objective**

To care for and coordinate administrative tasks related to client services provided by the accounting team. Perhaps the best way to think of the position is as a personal assistant to 4 -5 accountants. The coordinator will not need to calculate or interpret accounting figures however they will need to be accurate in transcribing information provided to them. Our goal is to allow the accountants to focus on real accounting services and for the coordinator to ensure our clients are delighted with our services.

**Individual Qualities**
- Exceptional attention to detail and accuracy
- Excellent written and verbal communication skills
- Confident manner with clients and team members
- Excellent time management skills with ability to multi task
- Highest standard of ethics, confidentiality and professionalism
- Excellent telephone manner
- Common sense approach to tasks
- Positive and happy attitude
- Willingness to learn, show initiative and be a positive “team player”

**Qualifications and Experience**
- 2-3 years’ office administration experience
- Excellent skills in Word, Excel and Outlook is vital
- Understanding of basic accounting and tax terms would be helpful but not essential
- Experience with Cloud based software is preferred

**KEY DUTIES & RESPONSIBILITIES**

**General Administration**:
Management of scheduling list to schedule clients for their taxation returns including;
- Creating new financial year scheduling lists
- Tracking and updating where required
- Client calls to bring in information and appointment making

ATO Portal/call center management including;
- Changing client addresses
- Adding clients
- Removing clients
- Updating client’s financial institution details
- GST, PAYGW, FTC registrations
- Penalty remission requests
- Payment arrangements
- Return not necessary (RNN) lodgement
- General ad-hoc tasks from accountants

Other;
- Liaising with third parties with client’s permission on their behalf, including provision of information to banks, financial planners and other finance companies
- Creating letters as required in Suitefiles
- Editing letters/form templates in Suitefiles
- Management of all administration tasks surrounding adding new clients and closing clients on our databases (XPM, Xero, Suitefiles, Karbon, ATO)
- Facilitate ethical handover of clients
- General database management as required for client records, folders etc. in Suitefiles, Karbon, Xero and XPM

**Taxation**:
Administration Management of taxation/compliance jobs from start to finish including;
- Individual income tax return appointment in jobs; creating the return, checklists, printing ATO reports and setting up files in appropriate programs
- Producing and sending out fixed price agreements, annual engagements or once-off proposals in our online quoting software, Go Proposal
- Sorting through and scanning in client’s source documents.
- Adding and updating jobs for various entities and individuals in our workflow program
- Creating returns for all entities and producing ATO reports
- Providing assistance to accountants throughout the job process including following up clients for further information, scanning additional documents, progress invoices
- Preparing invoices for accountants
- Updating job status in Karbon throughout entire job process
- Attending to administration requirements of annual Fringe Benefits Tax (FBT) process
- Attending to administration requirements for annual trustee resolution process

**Corporate Secretarial**:

- Maintenance of company registers in Suite Files and Now Infinity
- Preparation and lodgement of ASIC forms
- Managing annual company review process
- Liaising with ASIC and other government departments
- Company Incorporations and the setting up of trusts
- Management of Business Name registrations, updates and cancellations
- Management of Trust records and registers
- Management of Tax registrations including registrations and cancellations for GST and PAYGW
- Australian Business Register Management including ABN and TFN Applications

**Office Management and general administration duties (shared duties)**:

- Open office to public including lighting
- Open mail and sort
- Scan, redact and save mail to SF, redirect to clients where required
- Prepare bank deposit slip from prior day
- Receipt incoming payments via desk, mail or phone
- Prepare banking
- Prepare mail - record outgoing correspondence on mail register
- Answering team phone calls including relaying messages to relevant staff via Karbon or calendar booking
- Booking appointments
- Onboarding new clients
- Booking appointments for Ipsum Wealth/taking calls for Ipsum Wealth
- Recording documents received over the counter on the incoming document register
- Monitoring reception
- Processing Notice of Assessments
- Fee Deducts and Trust account processing
- Keep public areas tidy
- Keep kitchen clean and tidy
- Ordering Coles orders
- Team Age