Administrative Support Specialist

4 weeks ago

Jurien Bay, Australia RSM AUSTRALIA Full time

RSM Australia is committed to empowering and developing its employees. As a leading professional services firm, we connect our staff to an extensive network of global 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 office with all general administration tasks. Your key responsibilities will include:

  • Answering all incoming calls at the Reception desk using the Avaya telephone system with 30 incoming lines and approx 110 extensions.
  • Correctly transferring phone calls throughout the office.
  • Ensuring all phone calls are answered professionally, as per the Firm's practice and policy.
  • Accurately taking and delivering messages within the office.
  • Meeting and greeting visitors to Reception as a backup.
  • Emailing phone messages in a timely and professional manner.
  • Maintaining bookings for meeting rooms and resources.
  • Downloading and sending ATO reports 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 the 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).
  • Setting up company volumes in the office.
  • Setting up trust folders and ensuring the trust list is kept up to date.
  • Maintaining the staff leave calendar.
  • Assisting with bookkeeping to prepare quarterly client coding.
  • Managing meetings through using Lotus Notes and any other applicable application.
  • Providing general administrative support to the office as required, including data entry.
  • Adhering to the Firm's policies, procedures, and guidelines.
  • Ensuring all work is conducted in a safe and healthy environment without causing harm to the incumbent, colleagues, or visitors to the workplace.
  • Performing 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.
  • Being professionally presented at all times.

Desirable

  • Certificate in Business Administration.
  • Bookkeeping experience.

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