Administrative Support Officer
3 weeks ago
Maclean Partners is a reputable accounting and financial planning practice based in North Queensland, with a strong reputation for delivering exceptional services to its clients since 1985.
We have a team of 30 professionals who understand the challenges faced by businesses and individuals, and we strive to provide tailored solutions to meet their needs.
Our goal is to build strong relationships with our clients, providing them with the depth and breadth of services available from a major accounting firm, while maintaining a personal touch that only a locally owned firm can offer.
About YouWe are seeking a highly organized and detail-oriented individual to join our team as an Administrative Support Officer.
The successful candidate will have a Senior High School Certificate and experience working in a similar environment.
We offer formal and informal training for all team members, and provision for members who are studying for relevant qualifications can be negotiated on an individual basis.
Key Responsibilities- Provide administrative support to managers and supervisors within the organization
- Coordinate all incoming and outgoing communications for the business
- Answer telephones, screen and direct calls within a timely manner
- Take and relay messages
- Provide information to callers
- Greet persons entering the organization
- 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 organization
- Monitor visitor access and maintains security awareness
- Provide general administrative and clerical support
- Prepare correspondence and documents
- Receive and sort mail and deliveries (including client data)
- Maintain Petty Cash System
- Monitor and maintain office equipment
- Ensure that common areas in office premises are equipped with required office supplies as appropriate
- Monitoring the use of equipment and supplies within the office
- Coordinating 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 client or third party such as banks or other accounting firms
- Contacting clients for approval of distributing confidential papers
- Creating and typing out for signing letters including printing and binding income tax returns and financial statements
- Assisting in setting up workpapers for accountants and scanning data to Source Docs file
- Calling the ATO to arrange payment plans
- Monitoring admin trays and actioning in a timely manner
- Sending tax mail to partner for digital approval prior to sending to client portal
- Schedule client appointments and updating calendars as required
- Maintain clean & safe workspace, and abide by workplace health & safety policies and procedures
- Create secure client portals and upload documents as required
- Set up new clients/closing clients in Practice Manager when necessary
- Receipting client payments
- Assist in chasing up outstanding payments
- Writing up banking and depositing to banking institution
- Collecting and posting mail
- Lodging tax returns, BAS etc daily
- General cleaning, tidy and maintaining of 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
- Actively listens and effective communication
- Analytical and problem-solving skills
- Friendly & helpful and works productively with all team members and clients
- Planning and organisational skills
- Quality work & adherence to internal procedures and policies
- Shows a high degree of accuracy, responsibility, and attention to detail
- Understanding work delegated to you and work towards finding solutions
- Asking questions to complete work in a timely manner and accurate manner
- Complete jobs on time
- Achieve KPIs
- Manage workload and establish priorities
- Communicate clearly with accountants, team members, and clients
- Supporting other team members and promoting a positive team environment as all team members have a strong desire to work in a harmonious workplace
- 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 each of the following attributes - excellent work ethic / dedication / punctual / initiative / personality / proactive / organised / professional
- 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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