Administrative Support Specialist

4 weeks ago

Jurien Bay, Australia RSM AUSTRALIA Full time

RSM Australia fosters a collaborative culture where we empower and develop our employees. As a leading professional services firm, we connect our team members to a global network of resources and invest in their future. Our value proposition highlights the experiences, benefits, and value that our employees can expect as part of RSM. This is underpinned by our three values – integrity in everything that we do, supporting clients everywhere, and developing and valuing everyone.

As an experienced Administration Assistant, you will support the Jurien Bay and Moora office with all general administration tasks.

Key Responsibilities:

  • Answer all incoming calls at the Reception desk using the Avaya telephone system with 30 incoming lines and approx 110 extensions.
  • Correctly transfer phone calls throughout the office.
  • Ensure all phone calls are answered professionally, as per the Firm's practice and policy.
  • Accurately take and deliver messages within the office.
  • Meet and greet visitors to Reception as a backup.
  • Email phone messages in a timely and professional manner.
  • Maintain bookings for meeting rooms and resources.
  • Various ATO reports downloaded and sent to clients in a timely manner.
  • Delivering post to the post office at the end of the day.
  • Maintaining Social Media posts.
  • Binding with RSM software of financials to send to clients.
  • Maintaining client database, ensuring it is kept up to date.
  • Local Office Cloud Administrator (LOCA – see attached duties).
  • On boarding and offboarding clients (part of LOCA so maybe this can be deleted as a separate line).
  • Setting up company volumes in the office.
  • Setting up trust folders and ensuring the trust list is kept up to date.
  • Maintaining staff leave calendar.
  • Helping with bookkeeping to assist in preparing quarterly client coding.
  • Assist in the management of meetings through using Lotus Notes and any other applicable application.
  • Provide general administrative support to the office as required including data entry.
  • Adhere to the Firm's policies, procedures and guidelines.
  • To ensure all work is conducted in a safe and healthy environment without causing harm to the incumbent, colleagues or visitors to the workplace.
  • Other duties as assigned.

Demonstrated Experience & Attributes

Essential

  • 6-12 months in a similar role.
  • Excellent attention to detail.
  • Strong written and verbal communication skills.
  • Positive ability to work as part of a team.
  • A willingness to work flexible hours.
  • Be professionally presented at all times.

Desirable

  • Certificate in Business Administration.
  • Bookkeeping experience.

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