Administrative Support Specialist

1 week ago

Townsville, Queensland, Australia Maclean Partners Full time
About Us

Maclean Partners is a reputable North Queensland-based business that has been navigating the complex business landscape since 1985. We have a fully integrated accounting practice and financial planning practice model, with Chartered Accountants working closely with Financial Planners under one roof. Our team of 30 professionals understands the challenges you face, from making effective business decisions to maximising your net worth.

We strive to maintain strong individual relationships with our clients, offering the depth and breadth of services available from any major accounting firm while providing the personal touch only a locally owned firm can offer. We have invested in understanding you, your family, and your business, endeavouring to provide you with maximised return on the time and effort you invest to meet your business, family, and personal financial goals.

About the Role

This role involves providing administrative support to managers and supervisors within the organisation, with a focus on the team in our Charters Towers office. You will coordinate all incoming and outgoing communications, receive incoming telephone calls, and forward calls to the appropriate person or take messages. You will also oversee email correspondence, assist in filing and documenting data, and provide face-to-face interactions with clients and visitors.

As a Receptionist, you will be the first point of call for Maclean Partners and must project a professional image at all times. You will be responsible for assisting in providing accurate and timely administrative services to the firm, working proactively to support the accountants and administration team within the office.

Key Responsibilities
  • Answer telephones, screen, and direct calls in a timely manner
  • Take and relay messages
  • Provide information to callers
  • Greet persons entering the organisation
  • Prepare letters and documents as required
  • Deal with queries from the public, staff, and clients
  • Ensure knowledge of staff movements in and out of the organisation
  • Monitor visitor access and maintain security awareness
  • Provide general administrative and clerical support
  • Prepare correspondence and documents
  • Receive and sort mail and deliveries (including client data)
  • Maintain the Petty Cash System
  • Monitor and maintain office equipment
  • Ensure common areas in the office premises are equipped with required office supplies as appropriate
  • Monitor the use of equipment and supplies within the office
  • Coordinate the maintenance and repair of office equipment when required
  • Monitor support staff emails and action within a timely manner
  • Assist and prepare documents when requested by clients or third parties
  • Contact clients for approval of distributing confidential papers
  • Create and type out letters for signing, including printing and binding income tax returns and financial statements
  • Assist in setting up workpapers for accountants and scanning data to Source Docs file
  • Call the ATO to arrange payment plans
  • Monitor admin trays and action in a timely manner
  • Send tax mail to partners for digital approval prior to sending to the client portal
  • Schedule client appointments and update calendars as required
  • Maintain a clean and safe workspace, and abide by workplace health and safety policies and procedures
  • Create secure client portals and upload documents as required
  • Set up new clients/closing clients in Practice Manager when necessary
  • Receipt client payments
  • Assist in chasing up outstanding payments
  • Write up banking and deposit to the banking institution
  • Collect and post mail
  • Lodge tax returns, BAS, etc. daily
  • General cleaning, tidying, and maintaining of the reception area and all office spaces (including bathroom, floors, kitchen, etc.)
  • Monitor and review water usage and irrigation requirements for gardens at the office address
  • Other tasks as directed
Core Competencies
  • Actively listen and communicate effectively
  • Analytical and problem-solving skills
  • Friendly, helpful, and works productively with all team members and clients
  • Planning and organisational skills
  • Quality work and adherence to internal procedures and policies
  • Show a high degree of accuracy, responsibility, and attention to detail
  • Understand work delegated to you and work towards finding solutions
  • Ask questions to complete work in a timely and accurate manner
What We Expect from You
  • Complete jobs on time
  • Achieve KPIs
  • Manage workload and establish priorities
  • Communicate clearly with accountants, team members, and clients
  • Support other team members and promote a positive team environment
What We Want from You
  • Able to meet deadlines
  • Alert the team leader where a job is at risk of falling behind schedule
  • Work towards finding solutions for what you don't know and ask the question necessary to complete work on time
  • Assist other team members where necessary
  • Work as a team and value the individual contribution and abilities of your colleagues
  • Work in a focused manner with attention to detail
  • Display excellent work ethic, dedication, punctuality, initiative, personality, proactive, organised, and professional attributes
  • Ensure you are consistently asking yourself - 'Am I doing the most important thing that I should be doing?... and if not, why not?' (time is a valuable resource to be spent wisely and with a sense of balance in mind)
  • To enjoy your work role

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