
Custermer service AdministratorClient Services
2 weeks ago
Location: Sydney (Bondi Junction) | Work type: Full-time (on-site) | Start: 24 November 20225
Total Visa is a busy migration practice supporting clients and sponsors across Australia. We're looking for a proactive Client Services & Admin Coordinator to be the operational heartbeat of our practice - owning client onboarding, calendar and inbox control, basic bookkeeping, and hands-on assistance to our RMAs.
What you'll do
Client onboarding & admin
· Answer any incoming calls and email enquiries, where possible try to help them, otherwise take a message for Director or RMA.
- Create and manage calendar appointments for clients and team members.
- Send meeting summary notes to prospective clients, and maintain ongoing engagement with them.
- Prepare and send Service Agreements, track follow-ups, and file signed agreements to the correct Accounts folder with accurate file notes.
- Create and manage calendar appointments for clients and team members.
Bookkeeping & trust account support
- Create/send invoices in Xero, reconcile, and issue receipts daily.
- Prepare weekly/monthly financial reports: Trust Account, Sales, Estimated Sales, Prospects, Debtors.
RMA assistance (case support)
- Lodge applications when instructed; record in LEAP, onboarding records, and the Sales spreadsheet.
- Notify clients and sponsors of the Department's feedback using template emails.
What you'll bring
- Experience in a migration, legal, or professional services environment (migration practice exposure highly regarded).
- Working knowledge of LEAP, Xero, Google Workspace, ImmiAccount, VEVO, and calendar/email best practice.
- Strong grasp of trust accounting basics, invoicing, receipts, and daily reconciliation.
- Laser-sharp attention to detail, excellent written/verbal communication, and confident client phone manner.
- Ability to prioritise, juggle multiple deadlines, and follow structured processes.
- Discretion and professionalism handling confidential client information.
- Full Australian work rights.
Nice to have
- Prior support to Registered Migration Agents (SBS/nom/visa/EOI drafting).
- Familiarity with Department fees, SAF, and subsequent application charges.
- Report building in spreadsheets (Trust/Sales/Prospects/Debtors).
Why join us?
- Close-knit team with direct mentorship from senior practitioners.
- Varied workload across business operations and casework.
- Clear processes, templates, and tools—your ideas for improvement are welcome.
How to apply
Send your CV and a short cover letter to with the subject line "Client Services & Admin Coordinator – Your Name".
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